Build a custom role

The four ready roles don’t fit a salon. Owner and Admin can do everything, including the subscription; Member can change prices and working hours but can’t see the clients; Viewer can’t book an appointment. The role every salon actually wants — “reception” — doesn’t exist out of the box. This article shows how to build it, with the exact checkboxes for four ready recipes.

One warning before anything else: the checkboxes in the role editor are saved the moment you click them. There is no “Save” button on that screen. So work calmly and keep an eye on the permission count on the right.

1. Why you need a custom role

Ready role	The problem
Owner / Admin	Identical sets. Both can change the subscription plan and refund money to a card
Member	Can edit services, prices, working hours and the public page; sees the full turnover; can’t see the clients
Viewer	Looks only — can’t book an appointment

A custom role is the only way to get “can book appointments and see clients, but doesn’t touch settings”.

2. Create the role

1. Open Workspace settings → Users & Permissions (or: the monogram tile → Members).
2. Open the Roles & Permissions tab.
3. Top right, click Custom role.
4. A New custom role dialog opens, subtitled “Start from an existing role and tweak it.”

The fields:

Field	Required	What to enter	If you leave it empty
Name	yes	Short and clear: “Reception”, “Stylist”, “Accountant”. The placeholder reads “e.g. Marketing”	The Create role button stays disabled
Description	no	One sentence about what the role is for. Shown under the name in the detail pane	The detail pane simply has no description
Color	no	The colour of the label in the members list. Pick something distinguishable	A default blue is used
Based on	effectively yes	The role whose permissions get copied. Owner is not in the list	The role is created with zero permissions

Always open “Based on” and pick a role. The field doesn’t come with a selection made. Skip it and the new role starts empty, and the people you apply it to won’t be able to open anything. If that already happened, no harm done: tick the boxes by hand in the next step.

5. Click Create role. The dialog closes and the new role is selected in the left column.

3. Set the permissions

The role is selected and the editor is on the right. There is no save button — every click is written immediately.

Top right there’s an “N permissions” counter — use it to confirm you got what you intended.

The “Modules” table

Seven rows, four columns — View · Add · Edit · Delete:

Row	What it governs
Contacts, Companies, Deals, Tasks, Funnels	CRM. If the salon doesn’t use CRM, leave them off
Booking boards	A very broad row: services, prices, resources, locations, packages, working hours, holidays, the public page, reviews and the whole Money section
Bookings	The bookings themselves: create, move, cancel, record a payment, “Arrived” / “No-show”

The rules inside the table:

• View is the door. Without it the other three in the row are greyed out.
• Tick Add, Edit or Delete and View turns itself on.
• Untick View and the other three in the row are cleared.

The “Special” block

A list of switches. The ones that change everything:

Switch	Watch out
Manage members & permissions	Effectively full admin. Whoever holds it can grant any other permission to anyone, themselves included. Give it only to a co-owner
Manage workspace settings	Opens the subscription and its add-ons. If you don’t want the person touching the money going to Mountify, leave it off
Install integrations	Can disconnect Stripe, which stops online payments
Use integrations	Only sees the payment connection status. Safe
View booking clients	Without it the “Clients” row errors. Almost every reception role needs it
Edit booking clients	Editing details, archiving, inviting by email
Ban booking clients	Blocking a problem client
Manage loyalty rules	Discounts, promo codes, punch cards. Does not include banners
Manage landing banners	Banners. Does not include loyalty rules
The three file storage switches	CRM files only
The two counterparty billing switches	IBANs and tax details in CRM

One permission isn’t in this list: refunding money to a card. A custom role can never hold it. Online refunds stay with the owner; manual “cash” refunds work with Edit on Bookings. Details in Roles & permissions, section 8.

4. Apply the role to people

Creating a role gives nobody access. The role is a template — you have to put it on each person:

1. Open the Members tab.
2. Click the label in the “Role” column on that person’s row.
3. In the Permissions · Name dialog open the selector at the top left and pick the new role.
4. The checkboxes fill in from the template.
5. Click Save.

Or right inside an invitation: on the Permissions step pick the new role from the same selector.

The role doesn’t update itself. If you change the role later, people already assigned keep the old set. You have to open each of them and apply the role again. With a team of three that’s quick; with ten, plan for it.

5. Four ready recipes

Reception

Can book appointments, cancel them and work with clients; doesn’t touch settings.

Module	View	Add	Edit	Delete
Bookings	✔	✔	✔	✔
Booking boards	✔	—	—	—
The CRM modules	—	—	—	—

Special: View booking clients ✔, Edit booking clients ✔. Everything else off.

Why Delete on Bookings is ticked: cancelling an appointment runs through exactly that permission. Without it reception can book but can’t cancel — which is half the job. Delete on Booking boards stays off, so services and resources are safe.

Base it on Viewer and add the above — that way it doesn’t drag unnecessary CRM rights along.

Stylist

Runs their own calendar. (Remember: they will see everyone’s calendar — there is no “only my bookings” role.)

Module	View	Add	Edit	Delete
Bookings	✔	✔	✔	optional
Booking boards	✔	—	—	—

Special: none. If they need the client’s phone before a visit, add View booking clients.

Tick Delete on Bookings only if you want the stylist cancelling appointments themselves. Without it they can move bookings and mark a no-show, but cancelling stays with reception.

Accountant

Looks at the numbers, changes nothing.

Module	View	Add	Edit	Delete
Booking boards	✔	—	—	—
Bookings	✔	—	—	—
Companies	✔	—	—	—

Special: optionally View counterparty billing. Do not grant Manage workspace settings — otherwise they can see and change the subscription.

This is nearly the same as the ready Viewer — build a custom role only if you want a different name or a narrower scope.

Marketing

Makes banners and promos, doesn’t touch the schedule.

Module	View	Add	Edit	Delete
Booking boards	✔	—	—	—

Special: Manage landing banners ✔; Manage loyalty rules ✔ only if they should also create promo codes.

Manager without access to the subscription

Everything in the day-to-day, nothing in the money going to Mountify.

Module	View	Add	Edit	Delete
Bookings	✔	✔	✔	✔
Booking boards	✔	✔	✔	✔

Special: all three booking clients switches ✔, Use integrations ✔, Manage loyalty rules and Manage landing banners ✔. Off: Manage workspace settings, Manage members & permissions, Install integrations.

6. Checking the role

• Roles & Permissions → Matrix — compare the new role with the ready ones on one screen. System-role columns are locked; yours is tickable.
• Under the role’s name in the left column it says how many members use it.
• Under Members, hover the label — the Active permissions list shows the exact set.

7. Deleting a role

1. Roles & Permissions → select the role in the left column.
2. Top right, click Delete role.
3. Confirmation “Delete Name?” with the line “Members with this role will need to be reassigned.” → Delete.

What happens to the people:

• They don’t lose access. Their permissions stay exactly as they were.
• Their label becomes Custom, because the template no longer exists.
• If you really want to strip their rights, do it per person under Members.

System roles (badged system) can’t be deleted — the delete button isn’t shown for them.

Common questions

How many custom roles can I create? There’s no cap.

Can I rename a role after creating it? Not from this screen. Create a new role with the right name, apply it to the people, and delete the old one.

Can I edit the system roles? No. Owner, Admin, Member and Viewer are locked — their checkboxes are greyed out in both the detail pane and the matrix.

Can I base a role on Owner? No. Owner isn’t in the Based on list. If you want near-full access, base it on Admin and untick what you don’t need.

Can a role limit someone to one board? No. See Can I limit someone to one salon?.

Can a role limit someone to their own bookings? No. No such permission exists.

Can I grant a role that can do more than me? Not through an invitation — the server refuses permissions you don’t hold yourself.

Troubleshooting

Symptom	Cause	Fix
The Custom role button is missing	Your role lacks Manage members & permissions, or you’re on another tab (the button only shows in “Roles & Permissions”)	Open the right tab, or ask the owner
The new role has 0 permissions	You didn’t pick Based on in the dialog	Tick the boxes by hand in the editor
Create role is disabled	The Name field is empty	Enter a name
I changed the role but the people felt no difference	Changing a role doesn’t catch up with members already assigned	Members → each person’s label → pick the role again → Save
Checkboxes in a row are greyed out	View in that row is off	Switch View on first
I can’t tick anything in the selected role	You selected a system role (badged system)	Pick your own role in the left column
Somebody on the new role sees “Couldn’t load booking clients”	View booking clients is missing	Switch it on in the role and re-apply the role
Somebody on the new role can’t refund a card	That permission isn’t available to custom roles	Online refunds are done by the owner

What’s next

• Roles & permissions — what every checkbox means.
• What each role can do — how far the ready roles get you.
• Who can manage the subscription — which permission opens billing.
• Invite & manage members — how to apply the role to a person.