Roles and permissions

Reference 6 min read Updated: October 20, 2026

Bokko supports four roles: Owner, Manager, Receptionist and Provider. This reference explains who can access what and how invitations and removal work.

Every Bokko business uses four different roles. They define which data and features each person can access in the dashboard.

Owner

The Owner is the person who created the business in Bokko. Every business has exactly one Owner. Ownership can be transferred separately to another existing member. The Owner has full unrestricted access to every feature — including billing, account reset or deletion, and ownership transfer.

Manager

Manager is the broad operational role — designed for colleagues who run the day-to-day business. A Manager can manage the team, services, opening hours, locations and integrations. They CANNOT open billing or plan-management pages, statistics, email templates or email branding, CANNOT delete or reset the account, CANNOT transfer ownership, CANNOT initiate refunds, and CANNOT export the guest list.

Receptionist

Receptionist is the front-desk focused role. A Receptionist can manage bookings (including for other colleagues), create and update guests, block guests, and start an online payment when completing a booking; marking a settlement as paid is for the Owner and Manager. They can view marketing consent but not change it. They cannot change business settings (services, opening hours, locations, team) and cannot export the guest list.

Provider

Provider is the narrowest dashboard role: access is scoped to the person’s own day-to-day work. They can see and manage their own bookings, create and cancel bookings, block their own time in the calendar, view services (read-only), and edit their own profile. They cannot open the guest list, cannot manage other colleagues’ bookings, and cannot change business settings.

InfoYour plan allowance applies to active staff profiles (Starter 3, Pro 5, unlimited on Business), not to the dashboard invitations you hand out: a staff member counts towards it even without an invitation. The four roles do not have separate allowances. On Pro it can be extended with the Extra staff add-on, up to 10 people.

Permission matrix

The table below reflects Bokko’s role-to-permission matrix. The dashboard hides or disables surfaces based on it, and the backend checks the same matrix on every write.

Capability	Owner	Manager	Receptionist	Provider
Editing your own profile	yes	yes	yes	yes
Your own calendar and bookings	yes	yes	yes	yes
Creating and cancelling a booking	yes	yes	yes	yes
Managing bookings on behalf of any colleague	yes	yes	yes	no
Overriding a conflicting booking	yes	yes	no	no
Opening the waitlist and proposing a slot	yes	yes	no	no
Viewing the guest list	yes	yes	yes	no
Creating and editing a guest	yes	yes	yes	no
Blocking and unblocking a guest	yes	yes	yes	no
Deleting a guest	yes	yes	no	no
Importing guests from CSV	yes	yes	no	no
Exporting the guest list	yes	no	no	no
Exporting booking history	yes	yes	no	no
Viewing marketing consent	yes	yes	yes	summary only
Changing marketing consent	yes	yes	no	no
Viewing services	yes	yes	yes	yes
Creating, editing and deleting services	yes	yes	no	no
Managing locations	yes	yes	no	no
Changing opening hours and booking rules	yes	yes	no	no
Booking page settings, branding, publishing	yes	yes	no	no
Creating, editing and deactivating staff	yes	yes	no	no
Inviting, removing and re-roling members	yes	yes	no	no
Blocking your own time in the calendar (Provider; Owner and Manager block time on the Blocked slots screen)	yes	no	no	yes
Business integrations (business calendar, payments, invoicing)	yes	yes	no	no
Connecting your own calendar and calendar subscription link (with your own staff profile)	yes	yes	yes	yes
Managing and sending newsletter campaigns	yes	yes	no	no
Newsletter audit export	yes	no	no	no
Managing promotions	yes	yes	no	no
Issuing a gift card	yes	no	no	no
Issuing a pass	yes	no	no	no
Starting an online payment at completion	yes	yes	yes	no
Marking a settlement as paid	yes	yes	no	no
Renaming the booking address	yes	no	no	no
Starting a refund	yes	no	no	no
Billing and plan pages, add-ons	yes	no	no	no
Statistics, email templates and email branding	yes	no	no	no
Managing calendar conflicts	yes	no	no	no
Deciding on a privacy request	yes	no	no	no
Anonymising a staff member	yes	no	no	no
Deleting and resetting the account	yes	no	no	no
Transferring ownership	yes	no	no	no

InfoThe categories above show dashboard UI visibility. The exact permission list is defined in the backend RBAC rules, and every write action is checked there too.

Invite a new member

Open Staff Members in the dashboard.
Create or open the colleague's staff profile.
In the Dashboard access section, click Send invitation.
Enter the email address.
Choose the role: Manager, Receptionist or Provider.
On the Pro plan, for a provider you also choose under Location access whether they see every location or only the selected ones. Managers and receptionists see every location.
Click Send invitation.
The colleague receives the invitation link by email, accepts the access and signs in.

The Send invitation window: email address, the Provider, Receptionist and Manager roles with descriptions, and location access below

TipThe role can be changed later from the colleague’s dashboard access section. A member can only manage colleagues ranked below them — Owner can manage everyone, a Manager can manage Receptionist and Provider members but cannot touch the Owner or another Manager.

Remove someone

Open the colleague's staff profile.
If they have dashboard access, revoke it from the Dashboard access section.
If you no longer want them bookable, deactivate the staff profile.
Use anonymization only when you need permanent cleanup and all future bookings are already handled.

WarningBefore removing someone, make sure they do not have active future bookings assigned to them. Reassign or cancel those bookings first.

After you revoke access, the colleague can no longer sign in to the dashboard; once deactivated, they no longer appear on the booking page either. Their historical bookings remain in the records.

Frequently asked questions

Can I transfer the Owner role to someone else?

What happens if I remove a Manager?

Can a Provider change their own role?

How many Managers can I have?

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