Using BookandManage
Team, roles and tasks
Managing people, building roles from the 15 permissions, and tasks.
The Team area is about the people who use BookandManage: who they are, what they can do, and what they need to get done. Its overview shows how many people there are, who's been invited but hasn't joined, open tasks and overdue tasks.
People
Team, People lists everyone with their role, where they work and their status: Active, Invited or Suspended. How to invite someone is in Invite your team.
For each person you can edit their details and role, resend or copy their invitation, cancel it, send a password reset link, suspend access (they can't sign in, but everything they did stays on record) and restore access.
You need the Manage the team permission.
Roles and permissions
A role is a set of permissions. Team, Roles and permissions shows every role as a column and every permission as a row, with a tick where the role has it.
- 1New role, then Save once you've ticked what it can do.
- 2Super Admin always has everything and can't be changed.
- 3Each role's menu: rename or delete.
- 4Tick or untick a permission for a role.
The 15 permissions
| Group | Permission | Lets someone |
|---|---|---|
| Bookings and customers | Manage bookings and customers | Work with leads, applications, quotes, bookings, check-out and check-in |
| Cancel bookings | Cancel bookings and decide the refund | |
| Finance | See finance | See invoices, payments, deposits, refunds and finance figures |
| Take payments and invoice | Record payments, issue and send invoices, charge damage | |
| Approve money decisions | Approve or reject refunds, void invoices, waive instalments | |
| Pay out refunds | Mark approved refunds as paid | |
| Rent to own | Manage rent-to-own | Set up contracts, take instalments, handle transfers |
| Suspend or cancel contracts | Suspend, reinstate and cancel rent-to-own contracts | |
| Fleet | Manage the fleet | Vehicles, maintenance, inspections, damage and compliance |
| Admin | Edit email templates | Change the emails customers receive |
| Manage website widgets | Create, design and publish widgets | |
| See reports | Revenue, utilisation and the other reports | |
| Change settings | Company details, pricing rules, payments, tax and email | |
| Manage the team | Invite staff, change roles and permissions, suspend access | |
| See the audit log | Who changed what, and when |
Making a role
New role asks for a name, what it's for, and which role to start with the same permissions as. Then tick or untick permissions and Save. You can rename a role or delete it, but not while anyone has it.
Every change to roles is written to the audit log.
The rules that keep it safe
- Super Admin is built in, always has every permission and can't be restricted. Only a Super Admin can make someone a Super Admin. The account owner is always one.
- You can't change your own role.
- You can't change a role that can do more than yours, or give a permission your own role doesn't have.
Tasks
Team, Tasks keeps track of what needs doing, as a board (To do, In progress, Done) or a table. Switch between My tasks, Set by me and Everyone.
A task has:
- A title and details. Type
@to link a record, for example a lead, a customer or@BK-10421. - An optional linked record: a lead, a customer or a booking.
- Who it's assigned to, a due date and time, and a priority: Low, Normal, High or Urgent.
- A status: To do, In progress or Done.
The person it's assigned to is notified straight away, and whoever set it is told when it's done. Leads from your website create a follow-up task for the lead's owner.
Tasks also appear on the records they're linked to, next to that record's notes. Notes are for your team only and are never shown to customers.
Something unclear or out of date? Tell us and we'll fix the page.