Manage Roles
Every team member in BayWise Scheduler has exactly one role per location. A role defines what that person can see, create, edit, and delete within BayWise. Getting roles right is one of the most important operational decisions you will make during team setup — an under-permissioned user cannot do their job, and an over-permissioned user can make changes that affect workshop operations, financial data, or team access in ways they should not.
Who can manage roles: Account Owners and Location Managers.
The five roles
BayWise Scheduler has five fixed roles. Custom roles are not available — the built-in roles are designed to map directly to the standard positions found in automotive service workshops internationally.
Account Owner
The Account Owner has unrestricted access to every feature, setting, and data record across all locations in the organisation. This includes billing, subscription management, team membership, workspace settings, all job data, all reports, and all location configurations.
There is typically one Account Owner per organisation — the business owner or a designated senior administrator. Account Owner access should not be assigned to operational staff who do not need billing or organisation-level authority.
Org Admin
The Org Admin has full operational access across all locations. They can create and edit jobs, manage the technician and bay rosters, access all reports, configure location settings (operating hours, catalog, AI providers, incentive schemes), and manage team membership at all locations.
The one restriction: Org Admins cannot access billing or modify the organisation’s subscription plan. That authority remains with Account Owners only.
An Org Admin is the appropriate role for an operations manager or general manager who runs day-to-day operations without needing to see invoices or change plan tiers.
Location Manager
The Location Manager has full operational access for their assigned locations. They can create and edit jobs, manage the technician and bay rosters, access all reports, and configure location settings. They can also manage team membership at their own locations.
Location Managers cannot manage team roles or access billing. This is the standard role for a branch manager or workshop manager who has full authority over their own site but does not need cross-location or organisation-level administrative access.
Member
The Member role provides standard operational access for workshop team members. Members can create, edit, and schedule jobs, assign bays and technicians, update job statuses, perform day close, clock in and out, and view analytics for their assigned locations. They cannot access team management, workspace settings, billing, or incentive scheme configuration.
This is the appropriate role for service advisors, workshop controllers, dispatchers, and technicians who need operational access to the scheduling board. It covers anyone on the workshop floor or service desk whose interaction with BayWise is focused on managing daily job flow.
Read Only
The Read Only role has view-only access to jobs, bays, and technicians for their assigned locations. They cannot create, edit, or delete any records. This role suits a back-office analyst, a franchisor conducting oversight, or an external auditor who needs visibility without operational access.
Role capabilities at a glance
| Capability | Account Owner | Org Admin | Location Manager | Member | Read Only |
|---|---|---|---|---|---|
| Create and edit jobs | Yes | Yes | Yes | Yes | No |
| Assign technicians and bays | Yes | Yes | Yes | Yes | No |
| View all jobs and schedules | Yes | Yes | Yes | Yes | Yes |
| Clock in / clock out | Yes | Yes | Yes | Yes | No |
| Manage technician records | Yes | Yes | Yes | No | No |
| Manage bay records | Yes | Yes | Yes | No | No |
| Configure operating hours | Yes | Yes | Yes | No | No |
| Manage service catalog | Yes | Yes | Yes | No | No |
| View reports and analytics | Yes | Yes | Yes | Yes | Yes |
| Manage team invitations | Yes | Yes | Yes (own location) | No | No |
| Manage roles and access | Yes | Yes | Yes (own location) | No | No |
| Access billing and plans | Yes | No | No | No | No |
| Configure AI providers | Yes | Yes | Yes | No | No |
| Manage incentive schemes | Yes | Yes | Yes | No | No |
If you are unsure what a role can do in a specific area, check the Roles & Capabilities reference page before assigning. It lists every action for every role in full detail. Assigning a role without understanding what it permits is the most common source of accidental data changes and access problems.
Change a team member’s role
Open Team Settings
From the user menu in the top-right corner, open Settings, then click the Team tab.
The Team list shows all current members across your accessible locations.
Find the team member
Locate the person whose role you want to change. You can scroll through the list or use the search field to find them by name or email address.
Open their member detail panel
Click the team member’s name or the edit icon to the right of their row. The member detail panel opens, showing their current role, location assignments, and account status.
Select the new role
Click the Role dropdown and select the appropriate role. The dropdown shows all five roles with a brief description of each.
Take a moment to confirm the new role is correct before saving. For example:
- Promoting Amara Diallo from Member to Location Manager gives her access to team management and location settings — confirm she needs those capabilities.
- Demoting Luca Ferretti from Location Manager to Member removes his access to settings and team management immediately on save.
Save
Click Save. The role change takes effect immediately. On the team member’s next page load or refresh, their interface will reflect the new role — tabs, menu items, and actions they no longer have access to will disappear.
Roles across multiple locations
In a multi-location organisation, a team member can have a different role at each location they are assigned to. This is intentional — it supports real-world workshop structures where a person’s responsibilities vary by site.
Common examples:
| Team member | Location A | Location B |
|---|---|---|
| Marcus van der Berg | Location Manager (main branch) | Read Only (satellite workshop) |
| Priya Nair | Member (Cape Town) | Member (Johannesburg) |
| James Okafor | Member (Lagos main) | — (not assigned) |
| Sofia Lindgren | Location Manager (Stockholm South) | Location Manager (Stockholm North) |
To set a different role per location, open the team member’s detail panel and check whether a per-location role control is available. If the member is assigned to multiple locations, each location entry has its own role selector. Assign roles independently for each location and save.
A team member only sees the locations they are assigned to. Assigning them a role at a new location automatically grants them access to that location’s data and interface according to their role there.
Why role management matters
Workshops that do not actively manage roles tend to run into predictable problems:
- Accidental settings changes. A member given Location Manager access to simplify daily approvals can inadvertently change operating hours, delete catalog items, or alter bay configurations.
- Unwanted data access. Financial reports, incentive scheme formulas, and technician pay calculations are visible to Location Managers and above. Staff who should not see compensation data should not hold those roles.
- Cascading permission sprawl. The easiest path when onboarding someone in a hurry is to give them a high-permission role to avoid fielding access requests. Over time, this leaves the organisation with more managers than necessary and no clear audit trail of who changed what.
A disciplined approach to roles — start with the most restrictive role that works, promote only when there is a clear operational need — keeps your workshop data clean and your audit logs meaningful.
Common questions
Can I have more than one Account Owner? Yes. Multiple team members can hold the Account Owner role. This is appropriate for co-founders or a partnership where both parties need full administrative access. However, keep the number of Account Owners small — every Account Owner has unconstrained access to billing, subscription changes, and team management.
A team member says they cannot see a menu item or action they need. What should I check first? Check their role in Settings → Team. Compare their current role against the capabilities table above. If their role does not include the action they need, update their role to one that does. If their role should include the action but they still cannot see it, check whether they are viewing the correct location — they may be looking at a location where they hold a more restrictive role.
What happens to a team member’s data if I change their role? Changing a role does not affect historical records. Jobs they created, clock-in entries, and any actions they performed remain attributed to them regardless of role changes. The role change only affects what they can do going forward.
Can I restrict a Member from accessing specific features without creating a custom role? No. Custom roles are not available in BayWise Scheduler. Roles are fixed. If you need a person to have access to some but not all Member capabilities, the closest option is to assign them the next lower role (Read Only) and handle any edge-case access gaps operationally. If a commonly needed role split is not covered, submit a feature request through the BayWise support portal.