Understanding Roles & Permissions
The twelve access levels, which one to give each person, and how to adjust what they can reach.
Everyone you invite gets an access level, and it decides what they see. Get it right at the invite and you rarely think about it again — most venues never touch the permission settings at all.
The app labels this Access Level wherever you set it. "Role" appears in a couple of read-only places, but they are the same thing.
Choosing a level
There are twelve. Five are always available; the other seven only exist if you subscribe to the module they belong to.
Always available
| Level | Give it to | What they get |
|---|---|---|
| Owner | You | Everything, including billing and subscriptions |
| Manager | Whoever runs the venue day to day | Everything operational — no billing |
| Event Coordinator | The person running weddings on the day | Wedding operations, guests, day-of execution |
| Sales Representative | Whoever answers inquiries and gives tours | Leads, proposals, EventSync inquiries |
| Wedding Planner | An outside planner working one of your weddings | Only their assigned weddings and the planning tabs |
Only with the matching module
| Level | Needs | What they get |
|---|---|---|
| Facility Manager | FacilitySync | Tickets, inspections, vendors, spaces |
| Maintenance Technician | FacilitySync | View and update their assigned tickets only |
| Kitchen Manager | KitchenSync | Orders, menus, inventory, bar, compliance |
| Kitchen Staff | KitchenSync | Display board and assigned catering orders, view only |
| Bar Manager | KitchenSync | Bar tab, inventory view, purchasing overview |
| Staff Coordinator | StaffSync | Scheduling, roster, availability, templates |
| Event Staff | StaffSync | Their own schedule, and clocking in and out |
Without the module, its levels do not appear when you invite someone. Your plan narrows the list further — see Inviting Your Team.
Tip: Pick the narrowest level that covers the job. A bartender given Manager can see your revenue; given Bar Manager they see the bar and nothing else. Widening later takes seconds — discovering someone saw something they should not is a different conversation.
Two worth understanding properly
Wedding Planner is for people who do not work for you. An outside planner sees the weddings they are assigned to and the planning tabs on them — not your leads, not your revenue, not your other couples. This is the level for a planner a client brings with them.
Event Staff is deliberately tiny: their own schedule, and clocking in and out. It is the right level for casual and seasonal staff, and it is safe to hand out widely.
Adjusting what a level can reach
Most venues never need this. The defaults match how the levels are described above.
When you do need it:
- Go to Users
- Open the Permissions tab
- Find the page or wedding tab in the list
- Set the level you want to change
Each combination is set to one of four settings, not simply on or off:
- None — hidden entirely. It does not appear in their sidebar and they cannot reach it.
- View — they can see it, but not change anything
- Manage — they can use it normally
- Admin — full control, including its settings
Changes take effect the next time that person loads a page.
Note: Owner does not appear in this list. Owners always have full access and it cannot be reduced. To limit what someone sees, give them Manager instead.
Where permissions apply
Two layers:
- Pages — Dashboard, Calendar, Pipeline, Proposals, Weddings, Invoices, Reports, Settings and the rest of the sidebar
- Wedding tabs — inside a single wedding, each tab can be set separately, so a coordinator can run the timeline and guest list without seeing what the couple was charged
A word of caution about checking your work
There is no way to view CeremonySync as another person — no impersonation, no preview mode. If you want to be sure someone sees what you intended, the only reliable check is to ask them what they can see.
This matters when you tighten permissions. A change that hides more than you meant will not be obvious from your own screen, because yours does not change.
Common questions
Can I create my own levels? No. The twelve are fixed. What you can change is what each one reaches.
What happens when I change someone's level? Their access updates the next time they load a page. Nothing they created is affected.
Can a coordinator see money? Not by default. Invoices, payments and reports are not part of the coordinator level. You can grant them if you want to.
Someone says a page vanished. Almost always a permission set to None — either directly, or because their level changed. Check the Permissions tab for that level and page.
To invite people, see Inviting Your Team.
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