Permissions reference

A complete guide to Sailia permission groups, custom roles, and the View As preview.

Permissions control what each person can see and do in Sailia. Every user has a single permission group assigned to them. You can use the three built-in roles or build your own custom roles by toggling on any combination of the groups below.

Built-in roles

Role	Who it’s for
Admin	Full access to everything
Operator	Front-of-house staff taking bookings and payments
Client	Customers — booking site and their own profile only

Creating a custom role

1. Open the Permissions tab

   Go to Staff > Permissions and select Create new group.

2. Name the role

   Pick a clear name — what the role is for, not who has it (Receptionist, not Sarah).

3. Toggle on permission groups

   Switch on the groups you want this role to have. See the reference below for what each group does.

4. Assign the role

   Open a staff member from the Staff list, change their Permission dropdown to the new role, and save.

Changes to a permission group apply instantly to everyone assigned to it.

Only users with the Can edit permissions option can create, edit, or assign roles, or use the View As preview.

View As

Before assigning a custom role, preview exactly what it can see:

1. Go to Staff > Permissions and select the group.
2. Select View as this group.
3. Sailia switches your session into that role’s view.
4. Select Exit preview when you’re done.

Use this to confirm a role gives access to the right screens before handing it to a team member.

Permission groups

These are the toggles that make up a role. Combine as many as you need.

Main areas

Group	What it gives access to
Admin Dashboard	The main admin home screen. View today’s activity at a glance, manage outstanding invoices, and track onboarding progress.
What’s On	The day-to-day booking calendar. See what’s happening, who’s booked in, and what’s coming up. Use the sub-permissions below to control exactly what they can do within it.
Product Dashboard	Everything you sell. Create and edit session and hire templates, set up add-ons, manage shop products and stock levels, build instalment plans, and configure refund policies.
Financial Dashboard	Your financial data. View payouts, look up receipts, manage gift cards, set pricing tiers, run exports, and view analytics. Give this to anyone responsible for accounts or reporting.
Communications Dashboard	All outbound communications. Build email templates, set up automated workflows, browse sent email history, and create and send marketing campaigns.
Staff Dashboard	Staff management. View the staff list, manage timesheets and pay rates, set pay tiers, view invoices, and see who is currently checked in.
Client Dashboard	Client profiles. Look up any client, view their booking history, write progression or coaching notes, and archive accounts.
Memberships Dashboard	Memberships. Create and manage plans, view and manage individual members, handle billing issues, and view membership stats.
Waiver Dashboard	Waivers. Build waiver templates, link them to sessions, view all completed responses, void completions, and export waiver data.
Theory Dashboard	Theory content. Create theory areas, assign them to clients, and track each client’s progress.
Location Dashboard	Locations and equipment. Add, edit, and delete locations, manage kit inventory and quantities, and register card readers.
Settings Dashboard	Account-wide settings. Update business details and branding, manage payment settings, configure integrations like Xero, and manage your subscription. Give only to people who need to change how the account is configured.
Discount Codes	Discount codes. Create codes, set discount types and limits, link codes to sessions, toggle them on or off, and view redemption history.
Operator Booking	The point of sale terminal. Search for clients, book them onto sessions, take card or cash payments, send payment links by email, and handle multi-booking tickets. For anyone working at a front desk.
Point of Sale Management	POS setup and till management. Create and configure terminals, open and close till shifts, and view shift summaries and transaction breakdowns. For supervisors responsible for end-of-day reconciliation.
My Rota	Personal rota only. See their own upcoming sessions, access the session console, and check in. The minimum you’d give to any member of teaching staff.

Financial Dashboard and Settings Dashboard are the two most sensitive permissions. Both expose revenue, payouts, and account-wide configuration. Only give them to trusted team members.

What’s On sub-permissions

Once you’ve turned on What’s On, use these toggles to control exactly what someone can do in the calendar.

Sub-permission	What it does
What’s On Staff View	See which staff members are assigned to each session. Without this, they see bookings but not who is running them.
View all calendar items	See every booking on the calendar, not just their own. Turn off for junior staff who only need to see their personal schedule.
Add availability and unavailability	Submit and remove their own leave requests and mark themselves as unavailable on certain dates.
Manage Leave Requests	See all staff leave requests and approve or deny them. For managers responsible for the rota.
Reschedule Bookings	Move a booking to a different date or time.
Can edit course/hire	Make changes to existing bookings — time, capacity, location, assigned kit, assigned instructor.
Can create course	Create new course bookings on the calendar from scratch.
Can create hire	Create new hire bookings on the calendar from scratch.
Can create event	Create new events on the calendar from scratch.
Can use multiselect	Select multiple bookings at once and perform bulk actions on them.
Can edit kit quantity	Change how much kit is allocated to a specific booking.
Limit participant data to 1 week	Restricts participant details to bookings in the next 7 days only. For junior staff who don’t need to see far ahead.
Can manually add timesheet items	Log hours for staff members directly from the calendar.
Can edit timesheet item	Edit or delete existing timesheet entries.
Can view and edit waitlist	See who is on the waitlist for a booking and remove people from it.
Can create and delete calendar and register notes	Add and delete internal notes on bookings and registers.
View register overview	Open the register overview panel to see a summary of who is booked in.
Can complete register	Mark attendance — tick off who turned up to a session.
Can create, edit or delete shared views	Create and manage calendar views that are visible to the whole team.
View client waivers from course overview	See which clients have or haven’t completed their waiver, directly from the booking popup.
Can complete client waivers	Complete a waiver on behalf of a client (for example, at check-in), or void a previously completed one.

Other permissions

Group	What it does
Edit client details	Edit a client’s personal information — name, date of birth, contact details, emergency contacts — from their profile.
Can edit permissions	Access the Permissions tab, create and edit custom roles, and change which role is assigned to any staff member. Only give this to people you trust to manage team access.

Common role combinations

These are good starting points — clone them and adjust as needed.

Role	Recommended groups
Business owner	All groups
Manager	Admin Dashboard, What’s On (all sub-permissions), Product Dashboard, Financial Dashboard, Communications Dashboard, Staff Dashboard, Client Dashboard, Memberships Dashboard, Location Dashboard, Discount Codes, Operator Booking, Point of Sale Management
Front desk / receptionist	What’s On (view, reschedule, register, waitlist), Client Dashboard, Operator Booking, Edit client details
Instructor / guide	My Rota, What’s On Staff View, Can complete register, View client waivers from course overview
Senior instructor	My Rota, What’s On (limited sub-permissions), Can edit course/hire, Can complete client waivers
Accountant	Financial Dashboard
Marketing lead	Communications Dashboard, Client Dashboard, Discount Codes
Waiver / safety lead	Waiver Dashboard, What’s On (view + waiver sub-permissions)

Related guides

Staff management

Add staff members and assign them to activities.

Staff availability

Set working hours, leave, and unavailability.

Point of sale

Configure POS access and terminal management.

Auto timesheets

How timesheets and pay tiers tie into permissions.