Employees & Roles

Adding Employees

1. Navigate to Dashboard > Team
2. Click Add Employee
3. Enter their details:
   • First name and last name
   • Email address (used for dashboard login)
   • Contact phone (required) -- used for team SMS; 2FA uses a separate number the employee verifies themselves
   • Access role (Administrator, Manager, Staff, or Facilitator)
   • Default employee role for time tracking (optional)
   • Location assignment (for multi-location businesses)

Once added, the employee receives a login invitation and can access the dashboard according to their assigned permissions.

Roles & Permissions

Built-in Access Roles

Control what each team member can see and do in the dashboard:

Custom Permission Sets

When the built-in roles do not match your needs, create custom permission sets:

1. Navigate to Dashboard > Team > Roles
2. Click Add Role
3. Enter a role name
4. Toggle individual permissions on or off
5. Save the role

Custom roles can be edited or deactivated at any time. Deactivating a role does not remove it from employees who are already assigned to it -- you must reassign those employees to a different role.

User Groups

Setting permissions on each employee one at a time gets tedious as the team grows. A user group bundles a set of permissions -- plus rules for which operator notifications its members receive -- under one name you assign in a single dropdown. A member's effective permissions are their group's permissions plus anything ticked on their own profile.

See User Groups for the full behavior, or Set Up User Groups for step-by-step instructions.

Bookings: View vs Edit

The Bookings feature has two separate permissions, and they do different jobs:

• View lets a team member open bookings, search them, run the audit and manager review lists, and see previews (reschedule conflicts, price previews, cancellation preview). Nothing they do is saved.
• Edit is required for anything that changes a booking: changing its status, cancelling, rescheduling, checking guests in, editing line items or equipment, adding or removing payments, extending or shortening a trip, and sending invoices or waivers.

Refunds are stricter still: only Administrators can refund a transaction, regardless of the Bookings permissions on their role. The same applies when a cancellation includes a refund to the customer's card: an Administrator must perform it and re-enter their password. Anyone with Bookings: Edit can still cancel without a refund, or record a cash or check refund.

Resources: View vs Edit

The Resources permission covers equipment, add-ons, amenities, coupons, taxes and fees, custom line items, membership plans, gift cards, Activity Voucher promotions and orders, and waiver forms and themes. Refunding an Activity Voucher purchase additionally requires an Administrator.

• View lets a team member browse all of it. Equipment and add-on lists appear on booking and activity screens, so view access stays broad.
• Edit is required to create, change, or delete any of those, and to issue, void, or adjust the balance of a gift card.

Gift card codes are treated like cash. A view-only team member sees the gift card list with codes masked to their last four characters and without balances, and cannot open a card's detail page or look a card up by code. Resources: Edit shows full codes and balances. Adjusting a card's balance upward by more than $500 in one step, and any adjustment that would take a card above $10,000, requires an Administrator who re-enters their password.

Two places cross features: the activity setup wizard creates equipment as part of setting up an activity, so staff who run it need Resources: Edit in addition to Activities: Edit; and the custom line items editor on the Location Settings page needs Resources: Edit even though the rest of that page does not.

Location Settings

Everyone can see location settings -- the location switcher, timezone, and operating details load throughout the dashboard. Changing them is restricted:

• Company Settings is required to create or edit a location, manage approved OTA links, and configure the daily summary and abandoned-cart recovery emails.
• Activities: Edit is required to add or remove facilitators and to set operations blackouts, since those are day-to-day scheduling tasks rather than company configuration.

View vs Edit everywhere else

The same split applies to every feature that offers both View and Edit: Activities, Point of Sale, CRM, Timesheet, Marketing, Blog / CMS, and Checkout. View opens the pages and shows every value; Edit is required to create, change, delete, publish, upload, or send anything.

Point of Sale has one extra action, Price Override. A POS order line that is linked to a catalogue product is always priced from the product, whatever price the register sent. A line with no product (a typed name and price) needs Price Override; without it the order is refused with a prompt to pick a product. The permission is off by default for existing team members. Administrators always have it.

A view-only team member sees a read-only notice at the top of editor pages and the save, create, and delete controls are disabled or hidden. Two things stay available to view-only users on purpose:

• Clock in and clock out on the Timesheet page, since that is a staff member's own action.
• Previews that only render something on screen, such as the email template preview.

Sending a test email or SMS from a template, survey, or workflow counts as an edit action, because a real message goes out.

Employee roles for time tracking are edited on the Company page, so creating or changing them needs Company Settings rather than Timesheet: Edit.

Charge Above Balance

The Charge Above Balance permission controls whether a team member can move more money than a booking actually owes. It exists mainly to protect security deposits: staff should place deposits as authorization holds, not charge them outright.

• Without the permission, a team member can only collect or capture card payments up to the booking's remaining balance. They can still place an authorization hold for any amount (the correct way to take a deposit), but the "Collect Payment" option is disabled once the amount exceeds the balance, and capturing a hold is capped at the balance.
• With the permission (and for Administrators, who always have it), there is no cap -- staff can charge or capture any amount, including capturing a deposit when damage occurs.

To capture a security deposit (e.g. for damage), a team member needs this permission; otherwise they should release the hold and let a manager handle the capture.

Support Tickets

The Support Tickets permission controls who can contact Resytech support from the Help panel. The panel itself, documentation search, and Ask AI are open to everyone on the team; only tickets are gated.

• View shows every ticket anyone at your company has raised, in the Help panel's Tickets tab and on the Support page.
• Edit is required to raise a ticket or add a message to one. Team members with Edit can reply on any of the company's tickets, not just their own.

Administrators always have both. A team member with neither permission does not see the Contact support or Tickets tabs at all, and cannot open the Support page.

Employee Roles (Time Tracking)

Employee roles are separate from access roles and are used for time tracking categorization. They allow you to track hours by job function (e.g., "Guide", "Cashier", "Maintenance").

To manage employee roles:

1. Navigate to Dashboard > Team > Roles
2. Under the Employee Roles section, click Add Role
3. Enter a role name
4. Toggle Is Active to control whether the role appears in the clock-in dropdown

Each employee role has:

Hourly Wage

Each employee role can have an optional hourly wage attached to it. When set, the system automatically calculates earnings for each shift based on hours worked multiplied by the wage rate.

The wage is snapshotted at clock-in time -- meaning the rate recorded on a time entry is the rate that was in effect when the employee clocked in. If you update a role's wage later, existing time entries keep the original rate. This ensures historical payroll data remains accurate.

To set or update a wage:

1. Navigate to Dashboard > Team > Roles
2. Click edit on an employee role (or create a new one)
3. Enter the Hourly Wage amount
4. Save changes

Leave the wage field blank for roles where pay tracking is not needed.

Employees can select an employee role each time they clock in, and administrators can assign roles when creating or editing time entries.

Default Employee Role

Each team member can have a default employee role set on their profile. When they clock in, this role is pre-selected in the dropdown, saving time for employees who typically work the same role every shift.

Editing Employee Details

1. Navigate to Dashboard > Team
2. Click on the employee's name
3. Update any profile fields
4. Save changes

Changes to access roles take effect immediately the next time the employee loads the dashboard.

Deactivating Employees

Rather than deleting employee records (which would remove associated time entries and audit history), deactivate employees who are no longer with your organization:

1. Navigate to Dashboard > Team
2. Open the employee profile
3. Toggle the account to inactive

Deactivated employees cannot log in but their historical data is preserved.

Facilitator Assignment

Team members marked as facilitators can be assigned to activities and appear in the scheduling system. When an employee is designated as a facilitator:

• They appear in the facilitator assignment list on activities
• They can be assigned to specific locations
• The system automatically detects scheduling conflicts when facilitators are double-booked
• Facilitators can view their own upcoming schedule from their dashboard

See Facilitators & Guides for details on scheduling and conflict detection.

Multi-Location Considerations

In businesses with multiple locations:

• Employees can be assigned to one or more locations
• Location assignment controls which location's data they see when logged in
• Administrators can view and manage team members across all locations
• Time entries are recorded at the location where the employee clocks in

See Multi-Location for details on location-level team management.

Related How-To Guides

• Add a Team Member
• Configure Roles and Permissions
• Set Up User Groups
• Clock In and Out