Default security roles and permissions
Use this guide to understand Zenoti’s built‑in security roles and how permissions work. You will learn what each default role is for, what employees can do with it, and the basics of assigning roles and adjusting permissions.
Overview
Security roles determine what actions an employee can perform in Zenoti. Permissions are configured per role, so everyone assigned to the same role inherits the same capabilities. When you create an employee profile, you must assign at least one role. Use the default roles below to quickly map job functions to the right level of access.
Prerequisites
You have access to manage roles and permissions for your organization or center.
The employee profile exists (or you have access to create one).
You understand your organization’s data access needs (center level vs. organization level access, zones, and cross center visibility).
Limitations
Default roles may be customized by administrators. Actual permissions can vary from the descriptions below if your business has modified them.
Some roles grant access only at the center level; others (such as Zonal Manager or Administrator at the organization level) can span multiple centers.
Certain advanced capabilities may require additional configuration or separate feature enablement.
Assign a role to an employee
Create or open the employee profile.
In the Role/Permissions section, select the appropriate role(s).
Save your changes. The employee inherits all permissions from the assigned role(s).
Modify permissions for a role
Navigate to your security/roles settings (organization or center level, as appropriate).
Select a role to edit.
Enable or disable permissions as needed.
Save and communicate the change to affected users.
Choose the right default role
Use these role summaries to map job functions to access levels.
Monitor: This role grants a user login access to a read-only mode of the appointment book. This is useful if you’d like to display the appointment book in an employee breakroom.
Admin Staff: Assign this role to employees who handle jobs that do not require access to Zenoti. You should create them as employees in Zenoti to manage their schedules, track performance, and perform a check-in.
Therapist: Assign your service providers to this role. Employees assigned to this role can log into Zenoti and view their dashboard. The dashboard provides a personalized view of the employee's monthly schedules, appointments, and payroll details.
Authenticate: Assign this role to an employee who needs to only authenticate a machine with their credentials and nothing else.
Accountant: Accountants have access to administrative reports.
Receptionist: Receptionists are responsible for booking appointments through the Appointment Book and collecting payments.
Inventory Manager: Assign this role to staff responsible for maintaining inventory (such as track product checkouts, and maintain stock levels).
Supervisor: The supervisor is granted more permissions than a receptionist but less than a manager. This employee can manage appointments, check staff in, manage issues, and create purchase orders.
Marketing Manager: This role is used for staff that creates, deploys and tracks discounts, memberships, promotional packages, campaigns, and loyalty programs.
HR Manager: The HR Manager has full access to employee data to track attendance, performance and other capabilities related to employee management.
Manager: Assign your center’s manager to this role. This role grants extensive access to data and capabilities in the system.
Zonal Manager: The zonal manager receives almost the same access to the system as a ‘Manager’, but for all centers in a ‘zone’.
Administrator: Staff assigned to the Administrator role at the organization level have access to organization-level settings; staff assigned to this role at the center level have access to center-level settings.
Owner: The owner has complete access to data and capabilities in Zenoti. The owner can also modify the default roles and permissions.
Important
The following roles can view the Appointment Book by default - Receptionist, Manager, and Owner.
Access to the Inventory module must be given only to Inventory Manager and Owner roles.