CaptainBook uses a role-based access control system to manage what each team member can see and do within your workspace. Roles define a set of permissions that determine access to pages, actions, and data throughout the platform.
Understanding roles
CaptainBook comes with several built-in roles that cover common team structures:
Admin — Full access to all features, settings, and management capabilities. Admins can create and modify roles, manage users, configure billing, and access all operational data.
Manager — Broad operational access for day-to-day management. Managers can typically handle bookings, customers, and experiences but may have restricted access to billing and system settings.
Reservation Manager — Focused on booking and reservation operations. This role is designed for team members who primarily handle bookings, availability, and customer communication.
User — Standard team member access with limited permissions. Users can view and work with assigned data but cannot modify system settings or manage other team members.
External User — Restricted access for partners or collaborators outside your core team. External users see only the data and features relevant to their specific role.
Api — A technical role used for API integrations and automated connections. This role is assigned to service accounts rather than individual team members.
Accessing Roles Management
To view and manage roles, click Roles in the left sidebar navigation. The Roles Management page displays all available roles on the left panel, with each role showing the number of assigned users and user avatars. Selecting a role opens its details on the right, organized into three tabs: Users, General, and Permissions.
Managing role users
The Users tab shows all team members assigned to the selected role. You can search for specific users and see their name, email, role, and last seen date. To change a user's role, go to the Users page and edit their profile.
Configuring permissions
The Permissions tab lets you fine-tune what each role can access. Permissions are organized into groups such as Booking, Availability, Billing, Customer, and many more. Each group contains individual permissions that can be toggled on or off.
To configure permissions for a role:
Select the role from the left panel.
Click the Permissions tab.
Expand a permission group to see individual permissions.
Check or uncheck permissions as needed.
Click SAVE PERMISSIONS to apply your changes.
You can use the search box at the top of the Permissions tab to quickly find specific permissions by name.
Best practices
Follow the principle of least privilege — give each role only the permissions it needs to perform its function.
Review permissions periodically as your team grows and workflows change.
Use the External User role for partners and resellers who need limited access to your workspace.
Avoid modifying the Admin role permissions unless you fully understand the impact, as this could lock out critical functionality.