Roles and permissions
Control what each staff member can see and do in the Arketa dashboard.
Every team member is assigned a role that determines their access level. Arketa includes six built-in roles, and Studio plans can create custom roles.
Built-in roles
Admin
Full access to everything.
| Area | Access |
|---|---|
| Inbox | ✓ |
| POS | Full |
| Schedule | Full (create, edit, delete, export) |
| Clients | Full (refunds, notes, timeline) |
| Marketing | Full |
| Reports | Full |
| Settings / Team / Payroll | Full |
Manager
Full operational access, no reporting.
| Area | Access |
|---|---|
| Inbox | ✓ |
| POS | Full |
| Schedule | Full |
| Clients | Full |
| Marketing | ✓ (automations, broadcasts, leads, referrals, testimonials) |
| Reports | Disabled |
| Settings / Team / Payroll | Broad access including pay rates and payroll |
Manager (No Payroll)
Same as Manager but without payroll access.
| Area | Access |
|---|---|
| Inbox | ✓ |
| POS | Full |
| Schedule | Full |
| Clients | Full |
| Marketing | ✓ (automations, broadcasts, referrals, testimonials) |
| Reports | Disabled |
| Settings / Team / Payroll | Payroll disabled; Segments ✓ |
Franchisee
Full schedule and client access with reporting, limited settings.
| Area | Access |
|---|---|
| Inbox | ✓ |
| POS | Full |
| Schedule | Full |
| Clients | Full |
| Marketing | ✓ (automations, broadcasts) |
| Reports | Full |
| Settings / Team / Payroll | Limited settings; front desk reporting; payroll mostly disabled |
Front Desk
Client-facing operations without analytics or marketing access.
| Area | Access |
|---|---|
| Inbox | — |
| POS | Full |
| Schedule | Classes/Events: view only; Appointments: full; Reservations: full |
| Clients | Full (no timeline) |
| Marketing | — |
| Reports | Limited (specific reports only; no export) |
| Settings / Team / Payroll | Front desk reporting; time cards (create only) |
Guest (Instructor)
Instructors who only need to see their own schedule.
| Area | Access |
|---|---|
| Inbox | — |
| POS | — |
| Schedule | View own schedule; manage own upcoming reservations |
| Clients | Client notes only |
| Marketing | — |
| Reports | — |
| Settings / Team / Payroll | Self only (time cards); block payments |
Visibility options
Each team member's Permissions tab also has two checkboxes that control where they appear to clients. These are separate from the role.
| Checkbox | What it does |
|---|---|
| Hide from public and dashboard group class schedule | Removes the team member from instructor filters on your booking page, mobile apps, and the dashboard schedule. |
| Hide from public facing private availability | Removes the team member from appointment and private session booking on your booking page and mobile apps. |
Hiding a team member from private availability stops their appointments from being booked. If a service type's only assigned team member is hidden, clients see "Sorry, there is no available instructor for this date" on every date and cannot book that service type at all. Before you tick this box, check whether the person is the only one assigned to an appointment service type. This catches people out most often with placeholder team members created for studio or room rentals.
To restore booking, go to Staff → Team → the team member → Permissions and untick Hide from public facing private availability. Availability comes back right away.