Section 16: Role-Specific Guides

Comprehensive guides tailored to each user role in Luminate. These tutorials help team members understand their specific capabilities, permissions, and daily workflows based on their assigned role.

Tutorials in This Section

16.1 Guide for Salon Owners - Everything You Can Do

As an owner, you have access to everything. This comprehensive guide summarises all owner-specific features: managing multiple salons, handling billing and subscriptions, creating staff login accounts, accessing all reports, managing salon settings, and overriding permissions. Your command centre reference.

Time: 15-20 minutes

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16.2 Guide for Salon Administrators

Admins run the day-to-day operations. Learn what you can do as an admin: managing staff (but not billing), approving leave, processing refunds, exporting reports, managing salon settings, and everything except subscription management. This guide covers your full capability set.

Time: 12-15 minutes

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16.3 Guide for Salon Managers

Managers handle operations and approvals. This guide explains your permissions: managing appointments and customers, approving staff leave (for Staff and Receptionists only), viewing (but not exporting) reports, managing the roster, processing transactions and refunds, and overseeing daily operations. Perfect for senior stylists promoted to management.

Time: 10-12 minutes

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16.4 Guide for Reception Staff

Receptionists are the front-line team. Learn what you can do: viewing all staff schedules, booking appointments for anyone, managing customer profiles, processing transactions, accessing the waitlist, and handling customer communication. This guide helps you master the front desk.

Time: 10-12 minutes

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16.5 Guide for Service Providers (Stylists/Therapists)

As a staff member, you manage your own work. This guide covers your permissions: viewing your own schedule, managing your appointments and customers, processing your own transactions, requesting leave, and viewing your performance stats. Everything you need to work effectively.

Time: 8-10 minutes

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Understanding the Role Hierarchy

Luminate uses a role-based permission system with five levels:

Owner (highest)
  └── Admin
        └── Manager
              └── Staff
              └── Receptionist (same level as Staff)

Each role builds upon the permissions of roles below it. For example, Admins can do everything Managers can do, plus additional administrative functions.

Quick Permission Comparison

Feature	Owner	Admin	Manager	Staff	Receptionist
Billing/Subscription	✓	-	-	-	-
Multi-salon management	✓	-	-	-	-
Staff account creation	✓	✓	-	-	-
Export reports	✓	✓	-	-	-
Salon settings	✓	✓	-	-	-
Approve all leave	✓	✓	Partial*	-	-
Process refunds	✓	✓	✓	-	-
View reports	✓	✓	✓	-	-
Manage roster	✓	✓	✓	-	-
View all schedules	✓	✓	✓	-	✓
Process transactions	✓	✓	✓	✓	✓
Manage appointments	✓	✓	✓	✓	✓
Manage customers	✓	✓	✓	✓	✓

*Managers can approve leave for Staff and Receptionists only, not for other Managers or Admins.

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Recommended Reading Order

If you're reading these guides for the first time, we recommend:

1. Tutorial 1.3 (Understanding Roles and Permissions) - Overview of the permission system
2. Your specific role guide - The tutorial matching your assigned role
3. Guides for roles you supervise - Understand what your team can do

Reading Path by Role

Your Role	Start Here	Then Read
Owner	16.1	16.2, 16.3 (understand your team)
Admin	16.2	16.3, 16.4, 16.5 (understand your team)
Manager	16.3	16.4, 16.5 (understand your team)
Receptionist	16.4	16.5 (understand colleagues)
Staff	16.5	16.4 (understand colleagues)

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Key Differences Between Roles

Owner vs Admin

• Billing access - Only Owners can manage subscriptions and payments
• Multi-salon - Only Owners can create additional salons
• Otherwise identical - Daily operations are the same

Admin vs Manager

• Staff management - Admins can add/edit staff; Managers cannot
• Export reports - Admins can export; Managers cannot
• Settings access - Admins can modify settings; Managers cannot
• Leave approval - Admins approve all staff; Managers only Staff/Receptionists

Manager vs Staff

• Reports access - Managers can view reports; Staff cannot
• Roster management - Managers can edit roster; Staff view only
• Refund processing - Managers can refund; Staff cannot
• Leave approval - Managers approve others; Staff request only

Staff vs Receptionist

• Schedule visibility - Receptionists see all schedules; Staff see their own
• Roster access - Receptionists view full roster; Staff see own shifts
• Service provision - Staff appear in booking dropdowns; Receptionists do not

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Common Questions

"Which role should I assign?"

Ask these questions:

1. Do they need billing access? → Owner
2. Do they need to export data or manage staff accounts? → Admin
3. Do they supervise others and manage the roster? → Manager
4. Do they provide services to customers? → Staff
5. Do they handle bookings but not provide services? → Receptionist

"Can I change someone's role?"

Yes. Owners and Admins can change any staff member's role. The change takes effect immediately.

"What if someone needs just one extra permission?"

You'll need to upgrade their role. Individual permissions cannot be granted outside the role structure.

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Next Steps

After completing Section 16, consider exploring:

• Section 17: Best Practices & Workflows - Daily and weekly routines for your role
• Section 15: Troubleshooting & Support - What to do when things go wrong
• Section 1: Getting Started - If you need a refresher on the basics

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Last Updated: January 2026