Managing access rights and roles

Modified on Thu, 26 Mar at 2:06 PM

This guide explains how to control what each user on your account can see and do in Agendize. It covers two complementary screens: role configuration (what each role allows) and user rights assignment (who has which role on which establishment).

Where to find these screens?
In the side menu, go to Settings > Account > Security. You will find two entries: Roles and Access Rights.

Required permission: You must have the global right "Administer the entire account" to access these screens.

Understanding the role system

Agendize distinguishes two levels of rights for each user:

Global rights: they apply to the entire account (administration, billing, data privacy, access to modules such as Events or Reports). These rights are configured directly on each user's profile.
Online booking rights: they apply per establishment. For each establishment, you assign the user a role from three predefined roles — Administrator, Scheduler, or Reader — which determines what they can see and do in that context.

Example: The same user can be Administrator on your main establishment (full access to all settings) and Reader on a second establishment (read-only access).

Role permissions are configured from the Roles screen (Settings > Account > Security > Roles). Role assignment to users is done from the Access Rights screen (Settings > Account > Security > Access Rights).

Important: It is not possible to create or delete a role. The 3 roles (Administrator, Scheduler, Reader) are fixed. You can only modify the permissions associated with them.

The 3 predefined roles and their default permissions

Dashboard and appointments

Permission	Administrator	Scheduler	Reader
Access the dashboard	Yes	Yes	No
View all appointments for all collaborators	Yes	Yes	Yes
Use free mode to book or reschedule an appointment	Yes	Yes	Yes
Accept or decline appointments	Yes	Yes	No
Schedule new appointments	Yes	Yes	No
Reschedule appointments	Yes	Yes	No
Change appointment status	Yes	Yes	Yes
Export calendars	Yes	Yes	Yes
Schedule collaborator activity	No	No	No

Appointment visibility: By default, all 3 roles give access to all appointments for all collaborators. This can be restricted to only their own appointments by modifying the role.

Contacts

Permission	Administrator	Scheduler	Reader
Access the contact list	Yes	Yes	Yes
Add or edit contacts	Yes	Yes	No

Settings

Permission	Administrator	Scheduler	Reader
Access the Establishments menu	Yes	No	No
Add an establishment (sub-permission)	No	-	-
Access the Services menu	Yes	No	No
Access the Collaborators menu	Yes	No	No
Add a collaborator (sub-permission)	Yes	-	-
Add a specific period from the calendar	Yes	Yes	No
Access the Resources menu	Yes	No	No
Access the Workflows menu	Yes	No	No
Access the Console menu	Yes	No	No
Access the Widget menu	Yes	No	No
Access the Notifications menu	Yes	No	No
Access Online Payments options	Yes	No	No
Access the Message Templates menu	Yes	No	No
Access Calendar Sync options	Yes	No	No
Access the CRM Sync menu	Yes	No	No

Note on sub-permissions: The Add an establishment and Add a collaborator permissions are conditional sub-permissions. They only appear if the corresponding parent permission is enabled. For the Scheduler and Reader roles, these sub-permissions are not displayed because their parent permission is disabled.

Customizing role permissions

Go to Settings > Account > Security > Roles.

The screen displays 3 tabs: Administrator, Scheduler, and Reader. Each tab shows the complete list of configurable permissions for that role.

To modify the permissions of a role:

Click on the tab of the role to modify (Administrator, Scheduler, or Reader).
Enable or disable the desired permissions using the toggles (on/off).
For the Appointment access permission, select the desired option: All appointments for all collaborators or Only their own appointments.
Click Save to confirm your changes.
Click Cancel to revert to previous values without saving.

Warning: Any modification to role permissions applies to all users who have that role on their establishments. Verify the impact before saving.

Managing user access rights

Go to Settings > Account > Security > Access Rights.

The screen displays a list of all users on the account with their email, last name, first name, and last activity date.

Search for a user: Use the search field at the top of the table. The search covers name, first name, and email address.

Access a user profile: Click on a row in the table to open their rights profile.

Note: You cannot delete your own account from this list. The delete button is not displayed on your row.

Global rights

In a user profile, the Global Access Rights section lets you enable or disable rights that apply to the entire account, regardless of any establishment.

Right	What it allows
Administer the entire account	Access to account settings screens, including the Roles and Access Rights screens described in this guide.
Access account billing data	Access to billing and subscription information.
Access account data privacy management	Access to personal data policy settings.

These rights are independent of the roles (Administrator, Scheduler, Reader) defined for online booking.

Assigning a role to a user on an establishment

In a user profile, the Online Booking section lets you define the user rights for the online booking module.

Enabling access to the booking module

Enable the toggle Access online booking. Without this toggle, the user has no access to the booking module, regardless of their role.

Choosing the assignment mode

Global access rights: the user has the same level of access on all establishments in the account.
Establishment-specific access rights: the user can have a different role per establishment. A table then lists each assignment (establishment + role).

Adding an assignment on an establishment

In the Online Booking section, click + Add an establishment. The Add rights modal opens.
In the Establishments field, select the relevant establishment.
In the Role field, choose the role to assign: Administrator, Scheduler, or Reader.
Click Select to confirm the addition. The button remains disabled until both fields are filled in.
Click Save in the save bar to save all changes to the profile.

Removing an assignment

In the assignments table, click the x button at the end of the row to remove the link between the user and the establishment. Confirm by clicking Save.

Reminder: The permissions associated with each role are configured in the Roles screen (Settings > Account > Security > Roles).

Module-level rights

Outside the online booking module, each user can be granted or denied access to other platform modules. These rights are configured individually on each user profile and are independent of the role system.

Module	Right	Description
Events	Access event management	Allows the user to access the Events module to create and manage events offered to contacts.
Contacts	Access contact management	Allows the user to access the Contacts (CRM) module.
Reports	Access account statistics	Allows the user to access the Reports module to view activity statistics.
Forms	Access form management	Allows the user to access the Forms module.
Queues	Access queue management	Allows the user to access the Queues module.
Automations	Access automation management	Allows the user to access the Automations module.

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