WellDesk has three roles that control what each person can see and do inside the platform. Understanding roles helps you give team members the right level of access — no more, no less.
Role overview
| Feature | Owner | Admin | Staff |
|---|---|---|---|
| View all bookings | ✓ | ✓ | Own only |
| Create/edit bookings | ✓ | ✓ | Own only |
| View all staff calendars | ✓ | ✓ | Own only |
| Manage services | ✓ | ✓ | — |
| Invite/remove staff | ✓ | ✓ | — |
| View client records | ✓ | ✓ | ✓ |
| Edit client records | ✓ | ✓ | — |
| Import clients from CSV | ✓ | ✓ | — |
| View financial reports | ✓ | ✓ | — |
| Track expenses | ✓ | ✓ | — |
| View commission reports | ✓ | ✓ | Own only |
| Configure shop settings | ✓ | ✓ | — |
| Change billing/plan | ✓ | — | — |
| Delete the account | ✓ | — | — |
Owner
The Owner is the person who created the WellDesk account. There is exactly one Owner per account. Owners have unrestricted access to every feature, including billing management and account deletion.
The Owner role cannot be transferred directly — contact WellDesk support if you need to change account ownership.
Admin
Admins have near-full access to the platform. They can manage everything except billing and account-level settings. This role is ideal for:
- Business managers who run day-to-day operations
- Senior receptionists who need full booking and client access
- Business co-owners who share operational responsibility
Tip: Grant Admin access sparingly. Admins can see all financial data and client records, and can add or remove other staff members.
Staff
Staff is the default role for therapists, technicians, and other practitioners. They see a simplified view of WellDesk focused on their own schedule:
- Their own upcoming bookings and calendar
- Client records they’re assigned to (read-only)
- Their own commission report
Staff members cannot see other staff members’ bookings, view financial reports, or change any settings.
Changing a staff member’s role
Only an Owner can change a staff member’s role to Admin (or downgrade an Admin back to Staff).
- Go to Staff and click the staff member’s name.
- In the Role field, select the new role from the dropdown.
- Click Save Changes.
The change takes effect immediately. If the staff member is currently logged in, their permissions update on their next page load.
Tips and best practices
- Default to Staff for all new team members. Upgrade to Admin only when you’ve verified their responsibilities require it.
- Review Admin access quarterly — if someone’s role in the business has changed, update their WellDesk access accordingly.
- There is no read-only role currently. If a staff member should see but not edit bookings, contact WellDesk support to discuss your needs.