Setup & admin
Provider and Admin: Who Can Do What
The two roles in a studio, exactly what an Admin can reach that a Provider cannot, and how to change someone's role.
Every person in your studio holds one of two roles: Provider or Admin. You choose it once, in the invite dialog, and it is easy to forget it exists until someone cannot find a page you told them to open.
The short version: a Provider can do almost everything an Admin can. The differences are narrow and deliberate — they cover money, the team roster, and bulk data.
The Difference, Precisely
A Provider has the same access as an Admin except for these eight things:
| A Provider cannot… | So they will not see… |
|---|---|
| Invite people to the studio | The Add staff button |
| View the invite list | Pending invites in the People table |
| Manage staff | The staff management area, including activating someone as bookable |
| Delete a client | The delete action on a client profile |
| View imports | The Data Import area |
| Run an import | Any import flow |
| Manage billing | The subscription, payment details and invoices |
| Log an inbound message manually | The Log inbound message action in Messages |
Everything else is shared. That is worth stating plainly because it surprises people:
- Providers see the whole calendar, not only their own column.
- Providers see a client's full visit history, including visits with other staff.
- Providers read and reply to client conversations normally.
- Providers can see your SMS usage.
There is no setting that limits a Provider to only their own appointments. If that matters for your studio, it is worth knowing before you invite someone.
Choosing the Role
The role is set when you invite someone, in the Role dropdown of the Add staff dialog:
- Provider — can manage their own appointments and availability.
- Admin — has full access to studio settings, billing, and other staff.
The full invite walkthrough is in Creating and Activating a Staff Member.
Role Is Not the Same as Bookable
These two are separate, and mixing them up is the most common confusion here.
| What it controls | |
|---|---|
| Role (Provider / Admin) | What the person can see and change in the app |
| Active / Inactive | Whether the person can be booked by clients, and whether they cost you a seat |
An Admin can be inactive and unbookable. A Provider can be active and taking bookings all day. You set them in different places, and activation is the one that affects your bill — see Billing for Staff Activation.
Who Should Be an Admin?
Give Admin to anyone who needs to handle the money or the team — an owner, a manager, whoever runs your billing. Everyone else can be a Provider and will not notice a limitation in day-to-day work.
You need at least one Admin at all times; that is usually whoever created the studio.
Common Mistakes
- Assuming a Provider only sees their own bookings. They see the whole calendar and all client history.
- Making everyone an Admin "to be safe". Admin includes billing and the ability to remove teammates.
- Confusing role with activation. Changing someone's role does not make them bookable, and activating them does not give them Admin.