Opencals lets you invite your whole team into the dashboard and control exactly what each person can see and change. This guide walks through adding a user, choosing the right role, linking a staff member, and — when the defaults aren't quite right — adjusting individual permissions with the permission matrix.
Add teammates under Users: enter a name and email, pick a role (Store owner, Manager, or Staff member), and save. Each role ships with sensible default permissions, so most teams never touch the matrix. When you need something specific, override any entity and action to Allow any, Allow own, or Deny on a single user — without changing their role.
Before you start
You need to be signed in as a Store owner to create users and change roles — Managers and Staff members can't. Decide up front whether the person needs a bookable profile: a user is a dashboard login with permissions, while a staff member is a bookable resource that appears on schedules. The two are separate, but a Staff member user can be linked to a staff profile so the same person logs in and takes bookings. If you haven't created their staff profile yet, see onboarding staff members.
Step 1 — Open the Users list
Go to Users from the dashboard. This lists everyone with a login to the current store, showing their Name, Email, Role, and Status. You can filter by name or by role, and each row is clickable to edit that user. Click Create User to add someone new.
Users
The Status column tells you whether a user has verified their email. A newly invited user shows as pending until they click the verification link.
Step 2 — Enter the user's details and pick a role
Fill in Name and Email — both are required, and the email must be unique across your users. It's the address they'll log in with and where the invitation is sent. Then choose a Role.
General info
Only shown for the Staff member role — links this login to a bookable staff profile.
There are three roles, each with a different default level of access:
Store owner
Full control of the store — create and manage users, change settings, access plans and billing, and manage everything else. A Store owner can't change their own role, which prevents accidental lockout.
Manager
Full create/read/update/delete on day-to-day work — appointments, products, schedules, staff members, locations, customers, orders, integrations, emails and more. Read-only on settings, tax settings, users, and plans.
Staff member
Read access across the store, plus the ability to create their own appointments, update their own appointments, and update their own staff profile and user account. Best for service providers who need dashboard access.
You don't set a password for the user. When you save, they receive an email invitation and set their own password on first login — or sign in with Google. If a user hasn't verified their email yet, the edit screen shows a Resend verification email button next to the address.
Users and staff members are different things
A user is a dashboard login governed by roles and permissions. A staff member is a bookable resource on your schedules. They're managed separately — but you can link them so one person both logs in and takes bookings. See the staff onboarding guide for the staff side.
Step 3 — Link a staff member (Staff member role only)
When you pick the Staff member role, a Link to Staff member field appears. Select the staff profile this login belongs to. Linking connects the dashboard account to the bookable resource, so the same person can sign in and be assigned to appointments. Leave it unlinked only in the rare case where a staff-level login isn't a service provider — but then they can't be booked.
Step 4 — Fine-tune permissions
The role defaults cover most teams, so you can stop after saving. When someone needs more or less access than their role gives — say a Staff member who should be able to create products, or a Manager who shouldn't delete customers — open the user and use the User permissions matrix to override individual permissions without changing the role.
User permissions
The matrix has one row per entity (Appointments, Products, Schedules, Staff members, Locations, Customers, Orders, Plans, Settings, Tax settings, Integrations, Emails, Images, Checkout questions, Feedback questions, Stores, Users, User permissions) and one column per action — Create, Read, Update, Delete. Each cell picks how that action is handled:
Default
Fall back to the role's built-in permission. The label shows what the default resolves to, so you always see the effective access before you change anything.
Allow any
Grant this action on all records store-wide — e.g. update any appointment, not just the user's own.
Allow own
Grant this action only on the user's own records. Available for the entities that support ownership — Appointments, Staff members, and Users. Other entities show a plain Allow instead.
Deny
Explicitly block this action, overriding whatever the role would otherwise allow.
Any cell you change is marked as an override, so overrides stand out from role defaults at a glance. Click Save to apply them, or Reset to defaults to clear every override on this user and return to their role's defaults.
Start narrow, widen when needed
Assign the smallest role that fits, then grant extra access with an override on the single entity and action that's needed. It's easier to add one permission than to unwind an over-privileged account later. For a full history of who changed what, pair this with the audit log.
Step 5 — Manage account access and API keys
On their own account, a user can manage the login methods and integration keys tied to it. The edit screen shows an OAuth Providers card for connecting or removing Google sign-in, and an API Keys card for programmatic access.
API Keys
Manage your API keys for programmatic access
API keys are scoped per store and used for programmatic access to your data — useful for automations and custom integrations. You can't remove your only authentication method: if a user has no password set, they can't unlink their only OAuth provider until they add another way to sign in.
Frequently asked questions
Frequently Asked Questions
Keep going
Onboard staff members
Create the bookable staff profiles you can link a Staff member user to.
Staff management overview
See how staff profiles, schedules, and assignments fit together across your store.
Manage multiple stores
Assign the same person a different role in each store you run.
Audit log
Track who created, changed, or deleted records — the companion to setting permissions.
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