Roles & Access
BayWise Scheduler uses roles to control what each team member can see and do. Every person in your organisation has a role, and that role determines which features and actions are available to them.
The five roles
Account Owner
Full control over the organisation, billing, and all locations. Has unrestricted access to every feature and setting.
Typical person: Workshop owner, managing director, franchise principal.
Org Admin
Manages all locations, team members, settings and catalog. Has full operational access across all locations, except they cannot manage billing.
Typical person: Operations manager, group operations director.
Location Manager
Manages day-to-day operations for assigned locations. Can configure settings for their location, manage the team at that location, and access analytics and reporting. Cannot manage team roles or billing.
Typical person: Workshop manager, branch manager.
Member
Standard workshop team member. Can view and work on jobs at assigned locations. Members can create and manage jobs, assign bays and technicians, update job statuses, perform day close, clock in and out, and view analytics. This role covers service advisors, workshop controllers, dispatchers, and technicians who need operational access to the scheduling board.
Typical person: Workshop controller, service advisor, dispatcher, senior technician.
Read Only
View-only access to jobs, bays and technicians. Cannot create or edit anything.
Typical person: Auditor, quality inspector, non-active team member, head-office observer.
Capability overview
| Action | Account Owner | Org Admin | Location Manager | Member | Read Only |
|---|---|---|---|---|---|
| Create & edit jobs | ✓ | ✓ | ✓ | ✓ | — |
| Assign bays & technicians | ✓ | ✓ | ✓ | ✓ | — |
| Update job statuses | ✓ | ✓ | ✓ | ✓ | — |
| Perform day close | ✓ | ✓ | ✓ | ✓ | — |
| Access analytics | ✓ | ✓ | ✓ | ✓ | — |
| Clock in / clock out | ✓ | ✓ | ✓ | ✓ | — |
| Configure settings | ✓ | ✓ | ✓ (own location) | — | — |
| Invite team members | ✓ | ✓ | ✓ (own location) | — | — |
| Manage templates (MSO) | ✓ | ✓ | — | — | — |
| Manage billing | ✓ | — | — | — | — |
This table shows the default capabilities for each role. Some workshops may have custom configurations that adjust these defaults. Contact your account owner or org admin if you believe your access is incorrect.
How to assign roles
Roles are assigned when you invite a team member (Settings → Team → Invite) and can be changed afterwards from the same Team settings panel.
→ See Invite Team Members and Manage Roles.
Choosing the right role
When in doubt, use the least permissive role that lets the person do their job:
- A team member who needs to configure location settings? Give them Location Manager.
- A service advisor or workshop controller who manages the daily board? Member is the right choice.
- Someone who only needs to observe the dashboard and reports? Read Only is sufficient.
Avoid giving everyone Org Admin just to avoid permission errors — it exposes billing, team management, and cross-location configuration to people who don’t need it.