Team roles and permissions
What each role can do, how to change someone's role, how to adjust permissions for a role or one person, and the permission history.
Applies to: Lilo Pro
Everyone on your team has a role. Their role decides what they can see and do in Lilo. You change roles on the Team page. The owner and admins can also adjust a few permissions for a whole role or one person.
What each role can do
These are the defaults. The owner and admins can change some of them (see below).
| Role | What they can do |
|---|---|
| Owner | Everything, including your plan and billing. Permission settings never limit the owner. |
| Admin | The same menus and Settings tabs as the owner, at every location. Only the owner can change your plan or billing. |
| Location Manager | Calendars and appointments at their locations, plus clients, services, products, marketing and the Team page. Reports, Billing and Permissions aren't in their menus. |
| Front Desk | Books, changes and checks in appointments at their locations. Works with clients, takes payments and sends forms. Team and Marketing aren't in their menu. |
| Service Provider | Their own calendar, appointments and clients, plus checkout. |
Some screens use shorter names: Manager for Location Manager and Provider for Service Provider. On the Team page, the role menus call Admin Organization Admin. Someone who rents a booth in your business is always a Service Provider.
Owners, admins and location managers
Change someone's role
- Open Team and select the person's name.
- Select Role & Work.
- Under Role, choose the new role. You only see the roles you can give.
- Select Save Changes. You'll see Changes saved.
If you leave without saving, their role doesn't change. If their dashboard access is active, you can also use the Role menu in their Access section. That menu saves as soon as you pick a role.
Who can give which role:
- Owners can give any role, including Owner. A business can have more than one owner, and owners can change each other's roles.
- Admins can give any role except Organization Admin and Owner.
- Location managers can give Front Desk or Service Provider. They can't change people who work only at other locations.
- Location managers can only change the role of front desk staff and service providers. Admins can't change another admin's role or an owner's.
- Nobody can change their own role. On your own profile, Role & Work says so instead of showing the role list.
Owners and admins
Change what a role can do
- Go to Settings → Permissions.
- On By Role, choose a role from the menu under Role permissions: Admin, Manager, Service Provider or Front Desk.
- Change the menus and switches you want. In a menu, Inherit keeps the role's default, which is shown in parentheses.
Each change saves right away and applies to everyone with that role. A dot next to a switch means it no longer matches the role's default. To undo a change, flip the switch back or choose Inherit. See The permissions you can change below for what each one does.
Change what one person can do
- Open Team and select the person's name.
- Select Access.
- Under Permission Overrides, change the menus and switches you want. Here, Inherit gives them whatever their role gets, including changes made in Settings → Permissions.
To clear all of their overrides, select Reset to defaults, then Reset. The button only shows once they have an override.
See the permission history
Go to Settings → Permissions → History to see every permission change, newest first.
- Show events before jumps to a date.
- Export CSV downloads the changes shown.
- View history, next to the Role permissions menu or in a person's Permission Overrides, shows the changes for just that role or person.
How it works
- Everyone has one of five roles. You can't add or rename roles.
- Permissions come in three layers: the role's defaults, then changes to that role in Settings → Permissions, then the person's own overrides. The person's override wins.
- You can only change the permissions listed in Settings → Permissions. Everything else comes with the role.
- Only the owner and admins can open Settings → Permissions or a person's Permission Overrides.
- Only the owner can choose View own clients, View location calendars, View own calendar or Book themselves. Admins can only give permissions they have themselves. They don't have these.
- Owners always have every permission, so Owner isn't in the Role permissions menu. Nobody can give an owner overrides.
- Changes apply right away. Lilo checks permissions every time someone opens a page or saves something. If the person is already signed in, their menus might not update until they reload the page.
- Roles and permissions apply in the Lilo app too, but you change them on the web.
The permissions you can change
- Client visibility: all clients (View all clients), or only clients they added or have appointments with (View own clients).
- Calendar visibility: every calendar (View all calendars), the calendars at their locations (View location calendars), or only their own (View own calendar).
- Appointment creation: book for anyone (Book anyone) or only for themselves (Book themselves).
- View contact info: see clients' email addresses, phone numbers and saved addresses in client lists, search, client details and invoices.
- View products, Restock products, Create products, Edit products and Delete products: what they can do with your products and stock.
- Log referrals and Manage referral program: log a referral during checkout, and change your referral program.
Common questions
Why does Lilo say I don't have permission when I save a role?
You chose a role you can't give. Admins can't make someone an Organization Admin or an Owner. Location managers can only give Front Desk or Service Provider. They can't change people who work only at other locations. Ask your account owner to make the change.
Why can't I make someone a Service Provider?
If you see Service providers must be able to provide services., the person isn't bookable yet. Turn on Can be booked for services in their Locations section and select Save Changes. Then change their role.
What happens when I change someone's role?
They get the new role's permissions right away, including any changes made to that role in Settings → Permissions. Overrides set just for them stay until someone selects Reset to defaults in their Access section.
Can I change a booth renter's role?
Not while they rent a booth. A booth renter is always a Service Provider, so their Role & Work section says so instead of showing the role list. If they become an employee or contractor, select Change Type in Role & Work first, then choose their role. Their permission overrides work like anyone else's.
Can I change the owner's role?
Only if you're an owner too, and never your own. Owners can change each other's roles, and Lilo always keeps at least one owner. To hand the business to someone else, make them an owner first, then ask them to change your role. See Remove a team member or leave a team.
Can I create a custom role?
No. Lilo has five set roles. The owner and admins can adjust a few permissions for a whole role in Settings → Permissions, or for one person in their Access section.
Does the permission history show role changes?
No. It only lists permission changes made in Settings → Permissions or in someone's Access section.
Why did some switches disappear?
Some permissions depend on others. If you turn off a switch like View products, the switches that depend on it are hidden. They keep their settings and come back when you turn it on again.
Can I change roles or permissions in the Lilo app?
No. Use Lilo on the web. In the app, a team member's profile shows their role.
Team member profiles
Edit a team member's details, photo, bio, locations, services and emails, and what each section of their profile is for.
Employees, contractors, and booth renters
How employees (W-2), contractors (1099) and booth renters differ in Lilo, from hours and time off to services and pay details, and how to change someone's type.