Managing Artist Roles and Permissions

Control what team members can access and do within your shop.

Overview

Apprentice provides flexible role-based access control to help you manage your shop team effectively. As a shop owner or admin, you can assign roles, adjust permissions, and control what each team member can see and do. This ensures that artists have the tools they need while maintaining appropriate boundaries for sensitive shop information.

Role Types

Artist

Default team member role with standard access

Permissions:

• ✅ Manage own bookings and appointments
• ✅ Access own client list
• ✅ Use AI design tools and collaboration features
• ✅ Chat with clients
• ✅ Update own artist profile and portfolio
• ✅ Manage own calendar and availability
• ✅ Accept/decline booking requests
• ✅ Record payments for own sessions
• ✅ View own earnings and analytics
• ❌ Cannot access shop settings
• ❌ Cannot invite or remove team members
• ❌ Cannot view other artists' private data
• ❌ Cannot manage subscription or billing

Shop Admin

Management role with full shop access

Everything an Artist can do, plus:

• ✅ Manage shop settings (hours, branding, policies)
• ✅ Invite and remove team members
• ✅ Change team member roles
• ✅ View shop-wide analytics and reports
• ✅ Manage subscription and billing
• ✅ Configure consent templates
• ✅ Access the reception board
• ✅ Reassign clients between artists
• ✅ View all bookings across the shop
• ✅ Override booking settings
• ✅ Manage shop-wide client database
• ✅ Configure payment processing

Shop Owner

Highest level of access (automatically assigned to shop creator)

Everything a Shop Admin can do, plus:

• ✅ Delete the shop
• ✅ Transfer ownership to another team member
• ✅ Cannot be removed by other admins
• ✅ Final authority on all shop decisions

Managing Roles

Viewing Current Roles

1. Navigate to Shop Settings → Team
2. You'll see a list of all team members
3. Each member's role is displayed next to their name
4. Current roles are labeled with badges (Artist, Admin, Owner)

Changing an Artist's Role

Promote Artist to Shop Admin:

1. Go to Shop Settings → Team
2. Find the team member you want to promote
3. Click the ⋮ menu icon next to their name
4. Select Change Role → Shop Admin
5. Confirm the change in the dialog box
6. The artist immediately gains admin permissions
7. They receive a notification about the role change

Demote Shop Admin to Artist:

1. Go to Shop Settings → Team
2. Find the admin you want to demote
3. Click the ⋮ menu icon
4. Select Change Role → Artist
5. Confirm the demotion
6. They immediately lose admin permissions
7. They receive a notification about the change

Important: Only Shop Owners and Shop Admins can change roles. Artists cannot change anyone's role, including their own.

Granular Permissions (Advanced)

Beyond the basic Artist/Admin roles, you can configure specific permissions for individual team members:

Calendar Permissions

View Shop Calendar:

• Enable: Artist can see when other artists are booked (not client details)
• Disable: Artist only sees their own calendar

Manage Shop Calendar:

• Enable: Artist can create events on behalf of other artists
• Disable: Artist can only manage their own events

How to Configure:

1. Go to Shop Settings → Team → [Artist Name]
2. Click Permissions
3. Toggle View Shop Calendar or Manage Shop Calendar
4. Click Save Permissions

Client Permissions

View Shop Clients:

• Enable: Artist can see all shop clients (helpful for covering shifts)
• Disable: Artist only sees their own assigned clients

Manage Shop Clients:

• Enable: Artist can edit any client's information
• Disable: Artist can only manage their own clients

How to Configure:

1. Go to Shop Settings → Team → [Artist Name]
2. Click Permissions
3. Toggle View Shop Clients or Manage Shop Clients
4. Click Save Permissions

Reception Board Access

Access Reception Board:

• Enable: Artist can use front desk features (check-in, walk-ins, visit management)
• Disable: Artist doesn't see the reception board

Useful For: Artists who help with front desk duties or manage walk-ins

How to Configure:

1. Go to Shop Settings → Team → [Artist Name]
2. Click Permissions
3. Toggle Reception Board Access
4. Click Save Permissions

Analytics Access

View Shop Analytics:

• Enable: Artist can see shop-wide performance metrics
• Disable: Artist only sees their own performance data

How to Configure:

1. Go to Shop Settings → Team → [Artist Name]
2. Click Permissions
3. Toggle View Shop Analytics
4. Click Save Permissions

Best Practices

When to Assign Shop Admin Role

✅ Assign Admin to:

• Your studio manager or operations lead
• Senior artists who help with day-to-day operations
• Trusted team members who handle front desk management
• Artists who need to manage bookings when you're unavailable

❌ Don't assign Admin to:

• New team members still in training
• Artists who only need to manage their own bookings
• Temporary or contract artists
• Anyone you don't fully trust with billing and settings

Starting with Minimal Permissions

Recommended Approach:

1. Invite new artists with standard Artist role
2. Grant only essential permissions (e.g., view shop calendar)
3. Monitor their activity for 2-4 weeks
4. Add more permissions as they prove reliable
5. Consider Admin role only after 3-6 months

Permission Levels for Common Scenarios

Solo Artist Opening a Shop:

• You: Owner
• No need to change permissions initially

Small Studio (2-5 artists):

• Owner/Manager: Owner or Admin
• Senior Artists: Artist + Reception Board access
• New Artists: Artist with minimal permissions

Large Studio (6+ artists):

• Owner: Owner
• Studio Manager: Admin
• Front Desk Staff: Artist + Reception Board + Shop Calendar
• Senior Artists: Artist + View Shop Clients
• New Artists: Artist with minimal permissions

Permission Matrix

Auditing Role Changes

Track who changed what:

1. Go to Shop Settings → Activity Log
2. Filter by Role Changes
3. You'll see:

• Who made the change
• Whose role was changed
• What the old and new roles were
• When the change occurred

4. Export the log for record-keeping if needed

Pro Tip: Review role changes monthly to ensure proper access control.

Tips

• Start Restrictive: It's easier to grant permissions later than to remove them
• Document Your Policy: Write down your criteria for Admin promotion and share it with the team
• Regular Reviews: Audit roles and permissions quarterly
• Clear Communication: When changing someone's role, explain why privately
• Train Admins: Ensure new admins understand their responsibilities before granting access
• Emergency Access: Always have at least 2 Shop Admins in case one is unavailable

Common Issues

• Issue: Artist needs admin access temporarily → Solution: Grant temporary admin role, set a calendar reminder to revoke it, and communicate the timeline clearly
• Issue: Admin accidentally changed important settings → Solution: Review activity log, revert changes, consider demoting if it's a pattern, and review admin training
• Issue: Artist can't see shop calendar → Solution: Check their specific permissions at Shop Settings → Team → [Artist] → Permissions
• Issue: Too many admins causing conflicts → Solution: Limit admin role to 2-3 trusted individuals; use granular permissions for others
• Issue: New artist needs front desk access but not full admin → Solution: Keep them as Artist role but enable "Reception Board Access" permission

Updated on: 19/01/2026