Easy!Appointments supports multiple user roles, each with different levels of access and responsibilities within the system. This structure helps you manage your business securely and efficiently.
Available User Roles
There are three primary user roles in Easy!Appointments:
1. Administrator
Access Level: Full system access.
Typical Use Case: Business owners, system managers, or IT administrators.
Permissions:
- Manage all users (admins, staff, customers).
- Configure system settings.
- Create and manage services, providers, and other resources.
- View and edit all appointments.
- Enable/disable integrations (e.g., Google Calendar Sync).
Administrators can perform any action within the application and should be assigned carefully.
2. Provider
Access Level: Limited to their own appointments and availability.
Typical Use Case: Service providers, such as employees or freelancers.
Permissions:
- Manage personal availability schedule.
- View and manage own appointments.
- Sync with personal Google Calendar (if enabled).
- Access customer contact information for appointments assigned to them.
- Cannot access system settings or modify other staff users.
Providers cannot make system-wide changes or view other staff calendars by default.
3. Customer
Access Level: Appointment booking only.
Typical Use Case: Clients or patients who book services through your website.
Permissions:
- Book, view, and cancel appointments online.
- Receive email notifications for appointment confirmations and reminders.
- Manage personal information through the booking form.
- No access to the backend system or staff calendars.
Customers do not need a login account. Their identity is verified via email during the booking process.
4. Secretary
Access Level: Multi-Provider system access.
Typical Use Case: Business managers, receptionists, support members etc.
Permissions:
- Manage provider plans (one or multiple)
- View customer information
- View and edit appointments of their assigned providers only.
Secretaries will manage the accounts of other providers but cannot access or update any system settings.
Summary Table
| Role | Can Book | Can Edit Appointments | Access Settings | View All Appointments | Sync Calendar |
|---|---|---|---|---|---|
| Administrator | Yes | Yes (all) | Yes | Yes | Optional |
| Provider | Yes | Yes (own) | No | No | Optional |
| Customer | Yes | Yes (own) | No | No | No |
| Secretary | Yes | Yes (assigned providers) | No | No | Optional |
Notes
- Roles are assigned during user creation and can be changed later by an administrator.
- It is not possible to assign multiple roles to a single user.
- Customers are created automatically during the booking process, or manually by a backend user.