There are four possible roles for OnceHub users: Account owner, administrator, team manager, and member.
Administrator, team manager, and member user roles have different permissions for each product.
- The administrator has complete access to nearly all functions and data in the OnceHub account.
- The account owner has the same permissions as and administrator, with one difference: they are the only user who can delete a OnceHub account. The account owner role is automatically given to the first user who signed up for a OnceHub account.
- A member has limited access to functionality and data in the account.
- The team manager plays a role somewhere in between an administrator and a member user, where they have access to most functionalities in the account, allowing them to help manage users and scheduling tools, while restricting access to sensitive areas like customer data.
The following table summarizes the differences between administrators and members.
Note
Changing the user type: The user type can only be changed by an administrator in the user's profile.
This can be done by following these steps:
- Click the gear icon in the top right corner and select Users
- Here you can see all the users on your profile, and their member type under the Role column.
- Click the user whose status will be changed
- Click the three-dot menu next to Role → Edit role
- From the Role drop-down menu, select the desired user type.
- If you select team manager, you can select which team/s this user will be the manager of.
- Only account owners can transfer their role to other users. When they transfer their role, account owners are downgraded to administrators.
The user's role is separate from whether that user is assigned a seat, which grants them additional functionality.
| Administrator | Member | Team manager | |
| User management | These permissions only apply to users within the manager's team | ||
| Manage subscriptions | Purchase subscription, purchase seats, purchase SMS credits. | Cannot manage subscriptions, purchase seats, purchase SMS credits. | Cannot manage subscriptions, purchase seats, purchase SMS credits. |
| Add and delete users | Can add and delete other users. | Cannot add or delete other users. | Cannot delete other users. Team managers can add member users to the account, but only into their teams. |
| View and edit user profiles | Can view and edit most parts of any user's profile, except for password. | Cannot access any information about other users. | Can view and edit most parts of any user's profile, except for password. |
| Third-party integrations Calendar, CRM, and video conferencing | Limited access to settings for another user's third-party integrations. Cannot connect or disconnect an integration on behalf of a user. Connection errors in the integration can be seen. | Can connect and manage their own integrations. | Limited access to another user's third-party integrations. Cannot connect or disconnect integrations for team members. Connection errors in the integration can be seen. |
| Assign and unassign seats | Able to purchase, assign and unassign seats | Cannot purchase, assign or unassign seats. | Cannot purchase seats, but can assign or unassign seats to team members. |
| Booking pages | For these permissions to apply to booking pages of which they (or team members) are not owners, team managers must be assigned as editors to the booking page. | ||
| Activity stream | Can see all bookings for the account. | Can see all bookings for which the user is the booking owner, reassigned booking owner or editor. | Can view all bookings for themselves and their team's members. |
| Create booking pages | Can create booking pages. | By default, a member is allowed to create booking pages. The administrator can change these default settings at any point by editing the user profile for that member within the OnceHub permissions section of the user's profile | Can create booking pages on behalf of their team. |
| Edit booking pages | Can edit all sections in booking pages based on the booking pages access permissions. Learn more about customizing booking page access permissions | Can edit all sections in their own booking pages based on the booking pages access permissions. Learn more about customizing booking page access permissions | The team manager can edit all sections in their own booking pages, and booking pages owned by their team members. |
| Delete booking pages | Can delete booking pages. | Can delete booking pages. An email notification will be sent to the administrator. | Can delete booking pages if they are added as editors, or if they are owned by team members. |
| Edit booking page ownership | Can edit booking page ownership. | Cannot edit booking page ownership. | Can edit booking page ownership within team membership. |
| Create or update event types | Can create and update event types. | Cannot create or update event types. | Can select/deselect event types if they or a team member are owners and are assigned as editors of the booking page. |
| Create or update master pages | Can create and update master pages. | Cannot create or update master pages. | Cannot create or update master pages. |
| Trigger Zaps from any booking page | Can trigger Zaps from any booking page if the permission is enabled in the OnceHub permissions section. | Members can only trigger Zaps from booking pages they own. | Can trigger Zaps from any booking page they or team members own if the permission is enabled in the OnceHub permissions section. |
| Payment integration (Requires an active connection to PayPal) | Can process refunds if the permission is enabled in the permissions section. | Can process refunds if the permission is enabled in the permissions section. | Can process refunds if the permission is enabled in the permissions section. |
| Booking calendar | Administrator | Member | Team manager |
| Changing user permissions By default, all admin users can create and manage booking calendars, chatbots, and routing forms. If an admin has allowed member users to create and manage chatbots and routing forms, members will be able to do this as well. Admins can turn this permission on or off by selecting the gear icon/profile picture in the top right corner of any page → Settings and permissions → Member permissions → Click the checkbox. With this setting enabled, member users will be able to create and manage chatbots and routing forms. | |||
| Booking calendar lobby | Can view all booking calendars in the account, despite the page owner. | Can only view booking calendars which they have created. | Can view all booking calendars that are hosted by themselves or team members. |
| Create new booking calendars | Can create new booking calendars. | Can create new booking calendars, but only with themselves as host. | Can create new booking calendars for themselves and/or team members. |
| Edit booking calendars | Can view and edit any booking calendars on their account. | Can only edit booking calendars of which they are the only host. | Can edit booking calendars which they or a team member hosts. |
| Delete booking calendars | Can delete any booking calendar on their account. | Can only delete booking calendars which they are the only host of. | Can only delete booking calendars which they or a team members is the only host of. |
| Assign hosts | Can assign any team members as the host of any booking calendar. | Can only assign themselves as host of a booking calendar. | Can assign themselves or team members as hosts of booking calendars. |
| Chatbots | Administrator | Member | Team manager |
| Create new chatbots | Can create new chatbots and assign any users on the account as hosts. | Requires permission from administrator in order to access the chatbots builder. They can only add booking calendars of which they are the only host to the chatbot. | Can create new chatbots for themselves or team members. |
| Chatbots lobby | Can view all chatbots in the account, despite the chatbot owner. | Can only view chatbots which they have created or which they have been made the host of by the admin. | Can view all chatbots owned by themselves or team members. |
| Edit chatbots | Can edit, duplicate, rename, and delete all chatbots in the account. | Can only edit chatbots which they have created. | Can edit, duplicate, rename, and delete all chatbots owned by themselves or team members. |
| Publishing | Can publish any chatbots on the account. | Can only publish chatbots of which they are the only host. | Can publish chatbots owned by themselves or team members. |
| Delete chatbots | Can delete any chatbots in the account. | Can only delete chatbots which they have made themselves. | Can delete any chatbots owned by themselves or team members. |
| Routing forms | Administrator | Member | Team manager |
| Create new routing forms | Can create new routing forms and assign any users on the account as hosts. | Requires permission from administrator in order to access the routing forms builder. They can only add booking calendars of which they are the only host to the routing form. | Can create new routing forms for themselves or team members. |
| Routing forms lobby | Can view all forms in the account, despite the routing form owner. | Can only view routing forms which they have created or which they have been made the host of by the admin. | Can view all routing forms owned by themselves or team members. |
| Edit routing forms | Can edit, duplicate, rename, and delete all routing forms in the account. | Can only edit routing forms which they have created. | Can edit, duplicate, rename, and delete all routing forms owned by themselves or team members. |
| Publishing | Can publish any routing forms on the account. | Can only publish routing forms of which they are the only host. | Can publish routing forms owned by themselves or team members. |
| Delete routing forms | Can delete any routing forms in the account. | Can only delete routing forms which they have made themselves. | Can delete any routing forms owned by themselves or team members. |