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Team and roles: owner, admin, manager, professional

Updated on Wednesday 09 September 2026

Who can do what in Citauno. The differences between the 4 roles and when to assign each one.

Citauno defines four levels of access inside a business. Everyone who can sign in holds one of these roles. Knowing what each one can do helps you delegate without losing control.

The four roles

👑 Owner

The person who created the business. There is exactly one per business, and it’s the role shown on the top row of Accounts & access, with no role selector beside it.

In practice the owner has the same reach as an Admin: every screen in the dashboard. The difference is that their role can’t be changed or removed from the dashboard.

🛡️ Admin

Full access to the business. They can:

  • Create and edit services, categories, locations, professionals, and clients.
  • Confirm, reject, reschedule, and cancel bookings, and create manual bookings.
  • Create and edit discount codes and links.
  • See Commissions and Analytics.
  • Configure WhatsApp and the business settings, including the tax details (tax ID, legal name).
  • Manage the subscription: plan, seats, invoices, and WhatsApp message packs.
  • Invite people, change roles, and deactivate access in Accounts & access.

Good for: partners, general managers.

📋 Manager

The person who keeps the schedule running. They can:

  • See the Dashboard and the whole business calendar.
  • Create, confirm, reject, reschedule, cancel, and complete bookings for any professional.
  • See and edit the client list.
  • Create and edit blocked times across the business.
  • See Analytics, if the business has the advanced analytics module.

They don’t see these in the sidebar: Locations, Team, Accounts & access, Categories, Services, Discounts, Links, Commissions, WhatsApp, Subscription, or Settings.

Good for: front desk, site supervisors, whoever answers the phone.

👤 Professional

The person who serves clients. They don’t enter the admin dashboard: they get their own screen at citauno.com/p/your-business, with their schedule and nothing else. They can:

  • See their own calendar by day or by week.
  • Create bookings for themselves (the client who messaged them directly on WhatsApp, the walk-in).
  • Confirm, reject, cancel, reschedule, and mark as completed or no-show their own bookings.
  • Create, edit, and delete their own blocks.
  • See the business-wide or location-wide blocks that affect them (without being able to edit them).
  • Edit their own account: name, WhatsApp, birthday, timezone, language, tax ID, and profile photo.

They cannot:

  • See other professionals’ calendars or bookings.
  • Edit their professional record (public photo, bio, colour, working hours, services): an Admin changes that under Team.
  • See analytics, total revenue, settings, or billing.
  • Invite anyone.

Good for: everyone on the team who serves clients.

Permission matrix at a glance

Action Owner Admin Manager Professional
Enter the /admin dashboard ✅ ✅ ✅ ❌
See the whole team’s calendar ✅ ✅ ✅ ❌
See their own calendar ✅ ✅ ✅ ✅
Create bookings for any professional ✅ ✅ ✅ Own only
Confirm / cancel / reschedule bookings ✅ ✅ ✅ Own only
Create and edit clients ✅ ✅ ✅ ❌
Create and edit blocked times ✅ ✅ ✅ Own only
See business Analytics (with the module on) ✅ ✅ ✅ ❌
Create / edit services and categories ✅ ✅ ❌ ❌
Create / edit locations ✅ ✅ ❌ ❌
Create / edit professional records ✅ ✅ ❌ ❌
Discount codes and links ✅ ✅ ❌ ❌
See Commissions ✅ ✅ ❌ ❌
Configure WhatsApp / notifications ✅ ✅ ❌ ❌
Business settings (logo, currency, rules) ✅ ✅ ❌ ❌
Tax details (tax ID, legal name) ✅ ✅ ❌ ❌
Subscription, seats, and invoices ✅ ✅ ❌ ❌
Invite people and change roles ✅ ✅ ❌ ❌

How to assign a role

The role is chosen when you invite the person. See Invite your team by email for the full flow.

Accounts and access list with assigned roles

From Accounts & access you can invite with the Admin or Manager role. The Professional role isn’t invited from there: it’s granted from Team → the person’s record → “Save and send invitation”, so their access stays tied to the record that appears in the calendar.

If you need to change someone’s role once they’re on the team:

  1. Go to Accounts & access in the sidebar.
  2. Find the person in the table.
  3. Their row has a role selector (Admin, Manager, Professional).
  4. Pick the new role: it saves on its own, with no button.

The change takes effect immediately. Two system limits: you can’t change the Owner’s role (their row has no selector) and you can’t demote yourself below Admin.

To take someone’s access away, use Deactivate access on their row. They stop being able to sign in, but their row stays in the list under inactive access, with a Reactivate button.

Typical setups

A salon with an owner, a partner, and 3 stylists

  • Owner: Owner role.
  • Partner: Admin (sees and touches everything, billing included).
  • Stylists: Professional (each sees only her own schedule).

If you’d rather the partner didn’t touch billing, give her Manager.

A chain with 2 locations and one supervisor each

  • Owner: Owner role.
  • Each site supervisor: Manager, using the location filter in the calendar.
  • Staff at each site: Professional.

Limitation: the location filter is a view convenience, not a permission. A Manager can change it and see both locations. If you need strict separation, consider separate businesses.

A solo professional

Transferring or deleting the business

What you can do today:

  • Hand over operational control: invite the person as an Admin. That role reaches every screen, subscription and billing included. The Owner row stays yours.
  • Stop operating: cancel the subscription under Subscription. The cancellation is scheduled for the end of the period you’ve already paid for.

Common problems

Symptom Cause Fix
A professional can see the whole business calendar They hold the Manager or Admin role, not Professional Change their role in Accounts & access
A manager doesn’t see Services or Team in the menu That’s expected: those screens are Admin-only Promote them to Admin if they need it
An admin changed the tax ID by accident The Admin role includes tax details If they shouldn’t touch them, the right role is Manager
I can’t change my own role The system won’t let you demote yourself below Admin Ask another Admin or the Owner to do it
I deleted a professional and they’re still listed The delete button deactivates them: it doesn’t erase the record or the history That’s expected. They get the “Inactive” label and stop receiving bookings

What you’ve got now

  • An understanding of what each of the four roles does.
  • A clear permission matrix to decide who gets which access.
  • Knowledge of how to change someone’s role, and of what isn’t possible yet.

Next step

Now invite your team. Continue with Invite your team by email.