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How to Create and Manage Roles in Picktime

A role is a set of permissions that controls what a team member can access in Picktime. In simple words, a role decides what a person can view, manage, or delete inside your account.

You can assign one role to each team member. Everyone with the same role gets the same access. When you update a role, the changes apply to everyone assigned to that role.

Start With the Ready-Made Roles

Every Picktime account comes with three built-in roles. For many businesses, these roles are enough.

Owner

The Owner has full access to everything in the account, including billing and account closure. This role is usually for the business owner.

Admin

The Admin can manage most areas of the account, including team members, bookings, settings, and billing. This role is useful for managers or business admins.

Team Member

The Team Member role is designed for day-to-day staff access. Team members can access the calendar and their own schedule, with limited settings access.

If one of these roles works for your team, you can directly assign it to the team member. If you need more specific access, such as a front desk role that can take payments but cannot change settings, you can create a custom role.

Create a Custom Role

Step 1: Open Roles

Go to Team Members → Roles.
Here, you can view all existing roles in your account.
Note: Only Owners and Admins can manage roles.

Step 2: Add a New Role

Click New Role.
Enter a clear role name, such as Front Desk, Instructor, or Manager. You can also add a short description to explain what the role is for.

Step 3: Choose Permissions

Permissions are grouped by area, such as:

Calendar
Customers
Services
Payments
Invoice & Checkout
Booking Approvals

For each area, you can choose what the role can do.

Permission Levels

View
Allows the team member to see the information in read-only mode.

Manage
Allows the team member to add and edit information.

Delete
Allows the team member to remove information.

Some permissions automatically turn on other required permissions. For example, when you select Manage, View is also selected because a team member cannot edit something they cannot see.
This is expected behavior.

Step 4: Save the Role

After selecting the required permissions, click Save.
Your custom role is now ready to assign to a team member.

Some Permissions Work Together

Some permissions depend on other permissions.
For example, Approve Bookings becomes available only after Calendar → View is enabled. If a permission checkbox is greyed out, turn on the required permission first.

Assign a Role to a Team Member

Step 1: Open the Team Member Profile

Go to Team Members, then click the team member you want to update.
Open the Details tab.

Step 2: Select the Role

Use the Role dropdown to choose a role.
Both built-in roles and custom roles will appear in this dropdown.
Click Save.
The team member’s access will update based on the selected role.

Example Role Setups

Here are a few common role setups you can use as a starting point.

Front Desk

This role is useful for receptionists or front desk staff who manage appointments and payments.
Recommended permissions:

Calendar — Manage
Customers — Manage
Invoice & Checkout — Manage
Approve Bookings — Manage
Team access permission, if they need to approve bookings for other team members

Instructor or Staff

This role is useful for staff members who only need access to their own schedule.
Recommended permissions:

Calendar — Manage
Access only this Team Member
Customers — View
Availability — Manage

Good to Know

Custom roles are available on the Starter plan and above.
You can create up to 20 custom roles per account.
If you delete a custom role, all team members assigned to that role will automatically move to the Team Member role. This helps make sure no one loses access by mistake.

Common Questions

Their role may not have the required permission.
Go to Team Members → Roles, open their role, and enable the permission for that area.

Why is a permission checkbox greyed out?

That permission depends on another permission.
For example, you need to turn on Calendar → View before enabling Approve Bookings.

I changed a role, but the update is not showing. What should I do?

Ask the team member to sign out and sign back in. Permissions usually refresh after the next login.

Can I edit the built-in roles?

No. The built-in roles — Owner, Admin, and Team Member — are fixed.
To customize access, create a custom role instead.

Updated on: 03/07/2026

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