Team and roles: owner, admin, manager, professional

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 differences: their role can’t be changed or removed with the role selector, and they are the only one who can hand the business to someone else or close it (see below).

🛡️ 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.
• Use the modules the business has: Discounts, Links page, Commissions, Analytics, Packages, Recurring bookings, and Online payments (tpago).
• Ask for new modules from More features.
• 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 that module.
• See clients’ packages and record a session used, if the business sells Packages.

They don’t see these in the sidebar: Locations, Team, Accounts & access, Categories, Services, Discounts, Links page, Recurring bookings, Commissions, Online payments (tpago), WhatsApp, Subscription, Settings, or More features. If they open a link to a module the business doesn’t have, Citauno tells them to ask whoever runs the business.

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, one at a time (blocks that repeat are set up by an Admin or Manager).
• See the business-wide or location-wide blocks that affect them (without being able to edit them).
• Deduct a session from a client’s package on their own bookings, if the business sells Packages.
• 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.

If you run the business and also serve clients. An Owner, Admin or Manager who has a professional record linked to them sees My agenda in the dashboard menu: it opens their own agenda in the professional view. From there, Business panel takes them back to the dashboard.

Clients’ contact details. The Owner or an Admin decides in Accounts & access whether professionals see clients’ phone, email and tax ID. If they don’t, their agenda shows the name and the last 4 digits of the WhatsApp number (•••• 1234), and the booking form’s search finds only clients they have served, by name or by the full number. New businesses start with these details hidden; WhatsApp reminders still go out. Managers and Admins always see them. A professional never sees why the business blocked a client, only that it is blocked.

Permission matrix at a glance

How to assign a role

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

From Accounts & access → Invite you can invite with the Admin, Manager or Professional role. For a professional, pick their card in the same form so they see their agenda once they accept; if they have no card yet, create it in Team first.

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

• Owner only — no need to invite anyone.
• Add yourself as a professional record (see Add your first professional) and you’re set.

Transfer or close the business

Both are Owner-only, from the Owner’s own dashboard.

Hand the business to someone else

1. The person needs access to the business. If they don’t have it yet, invite them from Accounts & access and wait for them to accept.
2. In Accounts & access, on their row, tap Make owner and confirm.

The business passes to that person right away and they get an email about it. You lose access: you don’t stay on as an Admin. If you want to keep coming in, ask the new Owner to give you access again.

The button doesn’t show on the row of someone who hasn’t confirmed their email yet: they need to confirm it first.

Close the business

In Settings, at the bottom of the page, under Danger zone, tap Close business. Before you confirm, the screen shows what will happen:

• Upcoming bookings are cancelled and every client with an email address gets the notice by email. Clients without one hear nothing: tell them yourself before you close, because afterwards you can’t get into the dashboard.
• The subscription is cancelled.
• The whole team loses access and open invitations are revoked.
• The public page stops existing and leaves search, the map and every listing.

Nothing in the history is deleted: past bookings, payments, commissions and issued invoices stay. While someone else has Admin access, the screen won’t let you close: remove their access or hand ownership over first. Only the Citauno team can undo a closure.

If what you want is to stop operating for a while, you don’t need to close: cancel the subscription under Subscription. The cancellation is scheduled for the end of the period you’ve already paid for.

Common problems

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.