> ## Documentation Index
> Fetch the complete documentation index at: https://sailia-mintlify-5b02008a.mintlify.site/llms.txt
> Use this file to discover all available pages before exploring further.
# Permissions reference
> A complete guide to Sailia permission groups, custom roles, and the View As preview.
Permissions control what each person can see and do in Sailia. Every user has a single **permission group** assigned to them. You can use the three built-in roles or build your own custom roles by toggling on any combination of the groups below.
## Built-in roles
| Role | Who it's for |
| ------------ | --------------------------------------------------- |
| **Admin** | Full access to everything |
| **Operator** | Front-of-house staff taking bookings and payments |
| **Client** | Customers — booking site and their own profile only |
## Creating a custom role
Go to **Staff** > **Permissions** and select **Create new group**.
Pick a clear name — what the role is for, not who has it (`Receptionist`, not `Sarah`).
Switch on the groups you want this role to have. See the [reference below](#permission-groups) for what each group does.
Open a staff member from the **Staff** list, change their **Permission** dropdown to the new role, and save.
Changes to a permission group apply instantly to everyone assigned to it.
Only users with the **Can edit permissions** option can create, edit, or assign roles, or use the View As preview.
## View As
Before assigning a custom role, preview exactly what it can see:
1. Go to **Staff** > **Permissions** and select the group.
2. Select **View as this group**.
3. Sailia switches your session into that role's view.
4. Select **Exit preview** when you're done.
Use this to confirm a role gives access to the right screens before handing it to a team member.
## Permission groups
These are the toggles that make up a role. Combine as many as you need.
### Main areas
| Group | What it gives access to |
| ---------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| **Admin Dashboard** | The main admin home screen. View today's activity at a glance, manage outstanding invoices, and track onboarding progress. |
| **What's On** | The day-to-day booking calendar. See what's happening, who's booked in, and what's coming up. Use the [sub-permissions](#whats-on-sub-permissions) below to control exactly what they can do within it. |
| **Product Dashboard** | Everything you sell. Create and edit session and hire templates, set up add-ons, manage shop products and stock levels, build [instalment plans](/payments/instalments), and configure refund policies. |
| **Financial Dashboard** | Your financial data. View payouts, look up receipts, manage gift cards, set pricing tiers, run exports, and view analytics. Give this to anyone responsible for accounts or reporting. |
| **Communications Dashboard** | All outbound communications. Build [email templates](/customers/email-templates), set up [automated workflows](/integrations/workflows), browse sent email history, and create and send marketing [campaigns](/customers/campaigns). |
| **Staff Dashboard** | Staff management. View the staff list, manage [timesheets](/staff/auto-timesheets) and pay rates, set pay tiers, view invoices, and see who is currently checked in. |
| **Client Dashboard** | Client profiles. Look up any client, view their booking history, write progression or coaching notes, and archive accounts. |
| **Memberships Dashboard** | [Memberships](/pricing/memberships). Create and manage plans, view and manage individual members, handle billing issues, and view membership stats. |
| **Waiver Dashboard** | [Waivers](/customers/waivers). Build waiver templates, link them to sessions, view all completed responses, void completions, and export waiver data. |
| **Theory Dashboard** | Theory content. Create theory areas, assign them to clients, and track each client's progress. |
| **Location Dashboard** | [Locations](/getting-started/locations) and equipment. Add, edit, and delete locations, manage kit inventory and quantities, and register [card readers](/point-of-sale/card-readers). |
| **Settings Dashboard** | Account-wide settings. Update business details and branding, manage payment settings, configure integrations like [Xero](/integrations/accounting-sync), and manage your subscription. Give only to people who need to change how the account is configured. |
| **Discount Codes** | [Discount codes](/pricing/discount-codes). Create codes, set discount types and limits, link codes to sessions, toggle them on or off, and view redemption history. |
| **Operator Booking** | The [point of sale](/point-of-sale/overview) terminal. Search for clients, book them onto sessions, take card or cash payments, send payment links by email, and handle multi-booking tickets. For anyone working at a front desk. |
| **Point of Sale Management** | POS setup and till management. Create and configure terminals, open and close till shifts, and view shift summaries and transaction breakdowns. For supervisors responsible for end-of-day reconciliation. |
| **My Rota** | Personal rota only. See their own upcoming sessions, access the session console, and check in. The minimum you'd give to any member of teaching staff. |
**Financial Dashboard** and **Settings Dashboard** are the two most sensitive permissions. Both expose revenue, payouts, and account-wide configuration. Only give them to trusted team members.
### What's On sub-permissions
Once you've turned on **What's On**, use these toggles to control exactly what someone can do in the calendar.
| Sub-permission | What it does |
| ----------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------ |
| **What's On Staff View** | See which staff members are assigned to each session. Without this, they see bookings but not who is running them. |
| **View all calendar items** | See every booking on the calendar, not just their own. Turn off for junior staff who only need to see their personal schedule. |
| **Add availability and unavailability** | Submit and remove their own leave requests and mark themselves as unavailable on certain dates. |
| **Manage Leave Requests** | See all staff leave requests and approve or deny them. For managers responsible for the rota. |
| **Reschedule Bookings** | Move a booking to a different date or time. |
| **Can edit course/hire** | Make changes to existing bookings — time, capacity, location, assigned kit, assigned instructor. |
| **Can create course** | Create new course bookings on the calendar from scratch. |
| **Can create hire** | Create new hire bookings on the calendar from scratch. |
| **Can create event** | Create new events on the calendar from scratch. |
| **Can use multiselect** | Select multiple bookings at once and perform bulk actions on them. |
| **Can edit kit quantity** | Change how much kit is allocated to a specific booking. |
| **Limit participant data to 1 week** | Restricts participant details to bookings in the next 7 days only. For junior staff who don't need to see far ahead. |
| **Can manually add timesheet items** | Log hours for staff members directly from the calendar. |
| **Can edit timesheet item** | Edit or delete existing timesheet entries. |
| **Can view and edit waitlist** | See who is on the [waitlist](/activities/waitlists) for a booking and remove people from it. |
| **Can create and delete calendar and register notes** | Add and delete internal notes on bookings and registers. |
| **View register overview** | Open the register overview panel to see a summary of who is booked in. |
| **Can complete register** | Mark attendance — tick off who turned up to a session. |
| **Can create, edit or delete shared views** | Create and manage calendar views that are visible to the whole team. |
| **View client waivers from course overview** | See which clients have or haven't completed their [waiver](/customers/waivers), directly from the booking popup. |
| **Can complete client waivers** | Complete a waiver on behalf of a client (for example, at check-in), or void a previously completed one. |
### Other permissions
| Group | What it does |
| ------------------------ | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Edit client details** | Edit a client's personal information — name, date of birth, contact details, emergency contacts — from their profile. |
| **Can edit permissions** | Access the Permissions tab, create and edit custom roles, and change which role is assigned to any staff member. Only give this to people you trust to manage team access. |
## Common role combinations
These are good starting points — clone them and adjust as needed.
| Role | Recommended groups |
| ----------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| **Business owner** | All groups |
| **Manager** | Admin Dashboard, What's On (all sub-permissions), Product Dashboard, Financial Dashboard, Communications Dashboard, Staff Dashboard, Client Dashboard, Memberships Dashboard, Location Dashboard, Discount Codes, Operator Booking, Point of Sale Management |
| **Front desk / receptionist** | What's On (view, reschedule, register, waitlist), Client Dashboard, Operator Booking, Edit client details |
| **Instructor / guide** | My Rota, What's On Staff View, Can complete register, View client waivers from course overview |
| **Senior instructor** | My Rota, What's On (limited sub-permissions), Can edit course/hire, Can complete client waivers |
| **Accountant** | Financial Dashboard |
| **Marketing lead** | Communications Dashboard, Client Dashboard, Discount Codes |
| **Waiver / safety lead** | Waiver Dashboard, What's On (view + waiver sub-permissions) |
## Related guides
Add staff members and assign them to activities.
Set working hours, leave, and unavailability.
Configure POS access and terminal management.
How timesheets and pay tiers tie into permissions.