Bookwhen offers different team member roles to help you manage your account securely. Each role has specific permissions, allowing you to control what your team members can access and edit.

This article explains the available team roles and what permissions each one includes.

Role access overview

Feature	Account Owner	Schedule Manager	Bookings Admin	Leader
Dashboard Access	✅ Yes	✅ Yes (Limited by schedule access)	✅ Yes (Limited by schedule or entry access)	❌ No
Schedule + Entries Access	✅ Yes (All)	✅ Yes (Limited by schedule access)	✅ Yes (Limited by schedule or entry access)	✅ Yes (Limited by entry access)
Filter schedule by tags, entries, locations, leaders	✅ Yes	✅ Yes (Limited by schedule access)	✅ (Not tags)	✅ (Tags, entries, locations)
View event info and overrides	✅ Yes	❌ No	❌ No	❌ No
Unpublish, assign videos, cancel events, change dates/locations	✅ Yes	❌ No	❌ No	❌ No
Remove single event from recurring	✅ Yes	❌ No	❌ No	❌ No
Duplicate entries	✅ Yes	❌ No	❌ No	❌ No
Create new entries	✅ Yes	❌ No	❌ No	❌ No
Attendee details	✅ Yes	✅ Yes (Limited by schedule access)	✅ Yes (Limited by schedule access)	❌ No
Attendee list	✅ Yes	✅ Yes (Limited by schedule access)	✅ Yes (Limited by schedule or entry access)	✅ Yes (View only)
Print attendee list	✅ Yes	✅ Yes	✅ Yes	✅ Yes
View public event	✅ Yes	✅ Yes	✅ Yes	✅ Yes
View bookings list	✅ Yes	✅ Yes	✅ Yes	❌ No
View email list	✅ Yes	✅ Yes	✅ Yes	❌ No
Access event-specific information	✅ Yes	✅ Yes	❌ No	❌ No
Unpublish this single event	✅ Yes	✅ Yes	❌ No	❌ No
Cancel event	✅ Yes	✅ Yes	❌ No	❌ No
Change event date/time	✅ Yes	✅ Yes	❌ No	❌ No
Export to CSV	✅ Yes	✅ Yes	✅ Yes	❌ No
Edit table columns	✅ Yes	✅ Yes	❌ No	❌ No
Mark attendance	✅ Yes	✅ Yes	✅ Yes	✅ Yes
Reorder attendee list	✅ Yes	✅ Yes	✅ Yes	✅ Yes
Public booking page customisation	✅ Yes	✅ Yes	❌ No	❌ No
Bookings list access	✅ Yes	✅ Yes	✅ Yes	❌ No
Export CSVs (attendances/ bookings)	✅ Yes	✅ Yes	✅ Yes	❌ No
Customer booking reference page	✅ Yes	✅ Yes	✅ Yes	❌ No
Record payments (offline bookings)	✅ Yes	✅ Yes	✅ Yes	❌ No
Cancel bookings	✅ Yes	✅ Yes	✅ Yes	❌ No
Resend confirmation emails	✅ Yes	✅ Yes	✅ Yes	❌ No
Customers access	✅ Yes	✅ Yes	✅ Yes	❌ No
Access Details tab	✅ Yes	✅ Yes	✅ Yes	❌ No
Access Bookings tab	✅ Yes	✅ Yes	✅ Yes	❌ No
Access Passes tab	✅ Yes	✅ Yes	✅ Yes	❌ No
Manage pass expiry/use, revoke passes	✅ Yes	✅ Yes	✅ Yes	❌ No
Access Memberships tab	✅ Yes	✅ Yes	❌ No	❌ No
View customer memberships	✅ Yes	✅ Yes	✅ Yes	❌ No
View membership	✅ Yes	✅ Yes	✅ Yes	❌ No
View membership price	✅ Yes	✅ Yes	✅ Yes	❌ No
Open on Stripe	✅ Yes	✅ Yes	✅ Yes	❌ No
Access Vouchers tab	✅ Yes	✅ Yes	❌ No	❌ No
Revoke voucher access	✅ Yes	❌ No	❌ No	❌ No
Access Groups tab	✅ Yes	✅ Yes	✅ Yes	❌ No
Remove from customer group	✅ Yes	✅ Yes	✅ Yes	❌ No
Assign to groups	✅ Yes	✅ Yes	❌ No	❌ No
Access Consent tab	✅ Yes	✅ Yes	✅ Yes	❌ No
Revoke consent	✅ Yes	✅ Yes	✅ Yes	❌ No
Passes section	✅ Yes	✅ Yes (Overview only, no individual view)	❌ No	❌ No
Create and edit passes	✅ Yes	❌ No	❌ No	❌ No
Reorder passes	✅ Yes	❌ No	❌ No	❌ No
Download passes report	✅ Yes	❌ No	❌ No	❌ No
Memberships section	✅ Yes	✅ Yes (View only)	✅ Yes (View only)	❌ No
Create memberships	✅ Yes	❌ No	❌ No	❌ No
Edit memberships	✅ Yes	❌ No	❌ No	❌ No
Archive memberships	✅ Yes	❌ No	❌ No	❌ No
Cancel memberships	✅ Yes	❌ No	❌ No	❌ No
Discounts section	✅ Yes	✅ Yes (Overview only, no individual view)	❌ No	❌ No
Create and edit discounts	✅ Yes	❌ No	❌ No	❌ No
Vouchers section	✅ Yes	✅ Yes (Overview only, no individual view)	❌ No	❌ No
Create and edit voucher	✅ Yes	❌ No	❌ No	❌ No
Reorder vouchers	✅ Yes	❌ No	❌ No	❌ No
Download purchased vouchers report	✅ Yes	❌ No	❌ No	❌ No
View individual vouchers	✅ Yes	❌ No	❌ No	❌ No
Revoke vouchers	✅ Yes	❌ No	❌ No	❌ No
Customer groups	✅ Yes	✅ Yes (Overview only, no individual view)	✅ Yes (Overview only, no individual view)	❌ No
Create and edit customer group	✅ Yes	❌ No	❌ No	❌ No
Delete group	✅ Yes	❌ No	❌ No	❌ No
Add customer to group manually	✅ Yes	❌ No	❌ No	❌ No
Show on customers list	✅ Yes	❌ No	❌ No	❌ No
Settings	✅ Yes	✅ Yes (Partially)	❌ No	❌ No
Booking preferences	✅ Yes	✅ Yes (View only)	❌ No	❌ No
Schedule pages	✅ Yes	✅ Yes (View only)	❌ No	❌ No
Booking fields	✅ Yes	✅ Yes (View only)	❌ No	❌ No
Files	✅ Yes	✅ Yes	❌ No	❌ No
Locations	✅ Yes	✅ Yes	❌ No	❌ No
Tags	✅ Yes	✅ Yes (Limited by schedule access)	❌ No	❌ No
Account details	✅ Yes	✅ Yes (View only)	❌ No	❌ No
Edit account details	✅ Yes	❌ No	❌ No	❌ No
Update subscription payment details	✅ Yes	❌ No	❌ No	❌ No

Invalid email update option

Team members with access to customer information may be able to view booking details, but not all roles have permission to update customer email addresses. Before making changes, please check the team member’s role permissions.

What to check

Only users with the correct admin-level permissions can update customer email addresses
Some roles allow viewing customer details only, without editing access
If the email update option is not available, this is expected based on the user’s role

💡 Important note: Having access to the customer list does not always mean a team member can edit customer details. Viewing and editing permissions are controlled separately.

Return to the top ⬆️

Team member permissions

Role access overview

Feature

Account Owner

Schedule Manager

Bookings Admin

Leader

Invalid email update option

What to check