Staff & Roles Management
Control Access & Permissions – SinceCode Booking includes a comprehensive roles system that allows you to give your team members appropriate access levels. Whether you need staff members who manage only their own bookings, managers who oversee operations, or super admins with full control, you can configure the perfect permissions for your team.
Understanding the Three Role Types
SinceCode Booking provides three distinct user roles, each with specific permissions and capabilities:
👤 SinceCode Staff
Limited Access – Individual Management
Can:
- View only their own bookings
- Manage their own bookings (accept, reject, edit)
- View only their own services
- Edit their own services
- Update their personal profile and schedule
Cannot:
- See other staff members’ bookings or services
- Access system settings
- View audit logs
- Manage other staff members
👥 SinceCode Manager
Extended Access – Team Oversight
Can:
- View all staff members’ bookings
- Manage all bookings (accept, reject, edit, delete)
- View all staff members’ services
- Edit all services
- Manage staff schedules and availability
- View customer data
- Access booking reports and overview
- Access system settings (notifications, GDPR, customization, etc.)
- Configure business hours and closures
- Manage email and SMS notifications
Cannot:
- View audit logs
- Create or delete staff members
- Change user roles
⭐ SinceCode Super Admin
Full Access – Complete Control
Can:
- Everything Managers can do, plus:
- Access all system settings (General, Notifications, GDPR, Customization)
- View complete audit logs
- Create, edit, and delete staff members
- Assign and change user roles
- Configure business hours and closures
- Set up email and SMS notifications
- Manage GDPR compliance tools
- Upgrade/manage subscription
- Full administrative control over the entire booking system
1 Setting Up Staff Members with Email
When you create staff members in SinceCode Booking, you’ll need to provide their email address. This email is essential for connecting staff members to WordPress user accounts.
Creating a Staff Member
- Go to Manage Staff in your dashboard
- Click Add New Staff
- Enter the staff member’s details including their email address
- Configure their working hours and availability
- Click Add Staff Member to save
⚠️ Email Address Required
The email address is mandatory when creating staff members. This email will be used to link the staff member to their WordPress account, enabling them to log in and access their assigned role permissions.
2 Creating WordPress User Accounts
After creating a staff member in SinceCode Booking, you need to create a corresponding WordPress user account for them to log in.
Steps to Create a WordPress User:
- Go to Users → Add New in your WordPress admin dashboard
- Enter user details:
- Username – Choose a username for login
- Email – Use the same email address you entered for the staff member
- First Name and Last Name
- Password – Set a secure password or let WordPress generate one
- Select the Role – This is the most important step (see next section)
- Send Password – Check the option to send the new user an email about their account
- Click Add New User
🔗 Email Matching is Critical
The email address in the WordPress user account must exactly match the email address you entered when creating the staff member in SinceCode Booking. This is how the system links the WordPress user to their staff profile and permissions.
✅ User Can Now Log In
Once the WordPress user account is created, the newly created user can log in to your WordPress site as normal using their email address and password. They’ll automatically have access to only the features and data permitted by their assigned SinceCode role.
3 Assigning SinceCode Roles
When creating or editing a WordPress user account, you’ll see a Role dropdown. This is where you assign the appropriate SinceCode role.
Available SinceCode Roles in the Dropdown:
- SinceCode Staff – For team members who should only manage their own bookings and services
- SinceCode Manager – For supervisors who need to oversee all staff and bookings
- SinceCode Super Admin – For business owners or administrators who need full system control
📋 Role Selection Guide:
Choose SinceCode Staff if:
- They are a service provider (hairdresser, therapist, consultant, etc.)
- They only need to manage their own schedule and bookings
- They should not see other team members’ information
Choose SinceCode Manager if:
- They supervise multiple staff members
- They need to handle bookings for the entire team
- They need to configure system settings and notifications
- They manage day-to-day operations but don’t need audit log access
Choose SinceCode Super Admin if:
- They are the business owner or head administrator
- They need to configure system settings and notifications
- They require access to audit logs and compliance tools
- They manage subscriptions and billing
4 Changing User Roles
You can change a user’s role at any time if their responsibilities change.
To Change a Role:
- Go to Users → All Users in WordPress
- Find the user and click Edit
- Scroll to the Role dropdown
- Select the new SinceCode role
- Click Update User
- The user’s permissions will update immediately
⚠️ Important Note
Only users with SinceCode Super Admin role can change other users’ roles. Staff and Managers cannot modify role assignments.
5 What Each Role Can Access
Dashboard & Menu Access:
| Feature | Staff | Manager | Super Admin |
|---|---|---|---|
| View Own Bookings | ✅ | ✅ | ✅ |
| View All Bookings | ❌ | ✅ | ✅ |
| Manage Own Services | ✅ | ✅ | ✅ |
| Manage All Services | ❌ | ✅ | ✅ |
| View Customer Data | ❌ | ✅ | ✅ |
| Access Settings | ❌ | ✅ | ✅ |
| View Audit Logs | ❌ | ❌ | ✅ |
| Manage Staff Members | ❌ | ❌ | ✅ |
| Change User Roles | ❌ | ❌ | ✅ |
Best Practices
- Start with Least Privilege – Give users the minimum permissions they need, you can always upgrade their role later
- Limit Super Admin Access – Only assign Super Admin role to trusted individuals who truly need full system control
- Use Managers Wisely – Manager role is perfect for team leads who need operational oversight without settings access
- Regular Audits – Periodically review user roles and remove access for former employees
- Email Accuracy – Always double-check that WordPress account emails match staff member emails exactly
- Password Security – Ensure all users have strong passwords, especially Super Admins
Quick Setup Summary
- Create Staff Member – Add staff in Manage Staff with their email address
- Create WordPress User – Go to Users → Add New with the same email
- Assign Role – Select appropriate SinceCode role from dropdown
- Send Credentials – User receives login details via email
- User Logs In – They can now log in to your WordPress site using their email and password
Login URL: Users log in at your WordPress admin URL (usually yoursite.com/wp-admin) using their email address and password. They’ll automatically see only the dashboard features their role permits.