Who does what: roles and permissions
Understand the platform team, owner and staff roles, what each person can see and change, and why your customers never need an account.
Everyone who signs in to vadodara.biz has one account, and that account is linked to one or more businesses with a role. This guide explains the roles in plain words so you know who can do what. It takes about 4 minutes and applies to both the website editor and the owner app.
The roles at a glance
| Role | Who it is | In short |
|---|---|---|
| Platform team (shown as "Super admin (platform team)") | The people who run vadodara.biz | Can see and change every business, including settings no one else can touch |
| Owner | The business owner, or a partner or manager they trust | Can do everything for their own business |
| Staff | Employees who answer customers and keep the website fresh | Can do the daily work, but cannot change business settings or see invoices |
| Visitor | Your customers on the website | No account needed; they just use the site |
How roles are stored: "User" and "Tenants"
Every account has the basic role User. You will see it in the Roles box on the right side of a person's page in the website editor (Platform → Users). Only the platform team can change that box. On its own, User gives no access to any business.
Access to a business comes from the Tenants list on the same page. Each row in that list has:
- Tenant: the business, for example Spice Garden;
- Roles: Owner or Staff. A new row starts as Staff.
So "Asha is staff at Spice Garden" means Asha's account has the role User and one Tenants row with Spice Garden and Staff. One person can have rows for several businesses, each with its own role.
Good to know: "Tenant" is the word the website editor uses for "business". They mean the same thing.
To add people or change their role, see Adding staff and managing access.
What each role can do
| Task | Owner | Staff |
|---|---|---|
| Edit pages and sections, save drafts and publish | Yes | Yes |
| Upload, change and delete photos and files | Yes | Yes |
| See and work on leads, contacts and the timeline | Yes | Yes |
| Change a lead's stage, set follow-ups, add notes | Yes | Yes |
| Delete leads, contacts, enquiries, timeline entries or bookings | Yes | No |
| Read and reply to chats in the Inbox, pause or resume the AI | Yes | Yes |
| See bookings, add a booking, mark Done / No-show / Cancel | Yes | Yes |
| Add or change services and "Staff & resources" (bookable people, rooms, tables) | Yes | No, can only view them |
| Change business details: contact, hours, brand, booking rules, chat, alerts, announcement | Yes | No, can only view them |
| Use the Business tab and the Set up your website checklist in the owner app | Yes | No |
| Create a calendar link for bookings | Yes | No |
| Connect Telegram and choose email alerts | Yes | No |
| Turn on notifications on their own phone | Yes (Business tab) | Yes (Today screen) |
| See visitor numbers | Yes | Yes |
| See the plan and invoices | Yes | No |
| Add people, change their role, remove access | Yes, for staff of businesses they own (not other owners) | No |
| Change their own name, email and password | Yes | Yes |
Only the platform team can change your web address, whether the site is live, your plan and paid-until date, domain names, the WhatsApp connection and the monthly AI limit. They can also go above the number of users your plan includes.
An owner can change or delete their own account and the accounts of their staff. An owner cannot change, demote or delete another owner's account, even of the same business: only that owner or the platform team can. The same goes for a staff member who also works for another business on vadodara.biz; ask the platform team.
Important: Once you make someone an owner, you cannot make them staff again or remove them yourself. Only give the Owner role to people you trust completely.
Your customers do not need an account
People who visit your website never sign in. They can read pages, send an enquiry, chat, and book or cancel a booking without creating anything. A booking is managed through the private link on its confirmation.