User Roles & Permissions
User roles define what a user can access and view in their Base account. Each role comes with specific permissions that control what actions they can take. A user can be assigned multiple roles, allowing them to have different levels of access based on their responsibilities.
User Roles also determine who can send in a support ticket through our support channel and who we can share information with regarding the Bilberry account. If people reach out via support, we need to be able to confirm that they are either an employee or a registered user of that account. This is particularly important regarding GDPR, but also for accountants.
Roles and Access Description
Role | Access | Typically Assigned To |
|---|---|---|
Admin | Full access to the entire system and settings. |
|
Operator | Full access to the calendar to manage bookings, track arrivals, and oversee guides. |
|
Guide Admin | Can assign shifts to guides but does not have full system access. Combine this with Staff and Team Member roles to give the users a complete overview of trips, guides, and resources. | Scheduling Managers |
Staff | Can view the Assignment and Availability Calendars, track upcoming and completed shifts, log work hours, and manage their availability. | Guides (Contractors) |
Staff+ | Extends the Staff role to provide access to the Self Assign Calendar, where they can view which tours still need a guide and sign themselves up for available tours. ⚠️ Must be assigned together with the Staff role. If a user is only given the role Staff+, they can not access the system. | Guides (Contractors) |
Customer | Can view a calendar showing availability for their assigned products, create bookings, and view a list of sales they’ve made either through the back office or their website.
| Agents |
Supplier | Can view a calendar showing when the resources they provide are booked and view email conversations with customers sent within the system.
| External resource suppliers |
Supplier+ | Extends the Supplier role by allowing the user to adjust resource capacity and close departures for products using their resources. ⚠️ Must be assigned together with the Supplier role. If a user is only given the role Supplier+, they cannot access the system. | External resource suppliers |
Team Member | Extends the Staff role to provide access to the main booking calendar where they can manage bookings, track arrivals, and oversee guides. ⚠️ Must be assigned together with the Staff role. If a user is only given the role Team Member, they cannot access the system. | Guides (Employees) |
Accountant | Has read and write access to financial data and reports. |
|
Auditor | Read-only access to financial data and reports. |
|
When Allow login? is toggled on, the designated Point of Contact (POC) will have access to log in using their POC email.
Please note that some role combinations may cause access issues.
Example: If a user has both the Admin and Staff roles, attempting to delete an order may result in a 404 error due to restricted permissions associated with the Staff role.
These are especially not recommended to use together:
Supplier + Customer