Roles & Permissions in Zoho Bookings

Estimated reading: 3 minutes 64 views

Introduction

This guide explains how to configure permissions for the Staff role in Zoho Bookings, allowing super admins and admins to control what staff can view and do within the system – helping maintain privacy, data security, and operational efficiency.

Step-by-Step Instructions

Availability

  • Feature Access: Available in all paid plans.
  • Who Can Configure:
    • Super Admins & Admins – Can configure settings.
    • Managers – Can view permissions but cannot modify them.
    • Staff – Cannot view or configure permissions.

Overview

Whether you’re a solo entrepreneur or part of a large organization, defining clear roles and permissions is crucial. Proper access control helps:

  • Protect customer data
  • Prevent unauthorized changes
  • Ensure staff focus only on what’s relevant to them

Zoho Bookings includes four predefined user roles, each with a specific level of access:

Role

Access Level Description

Super Admin

Full access to all features, settings, and integrations

Admin

Full access like Super Admin

Manager

Can view all settings and bookings (except integrations)

Staff

Limited access — can manage their own appointments only

 

 

Configuring Staff Permissions

Zoho Bookings now lets Super Admins and Admins customize permissions for the Staff role to better align with your business needs.

 

What Can Be Customized:

By default, staff can:

  • View all booking page links
  • View all customer information
  • Edit their profile (excluding working hours)

With the Roles & Permissions feature, you can:

  • Limit staff to only their own booking page links
  • Restrict access to only their own customers
  • Allow them to edit working hours

Note: Currently, this feature is only available for the Staff role. More role-based configurations are coming soon.

 

How to Set Staff Permissions

  1. Click the Settings icon in the Zoho Bookings menu bar.
  2. Select General.
  3. In the left pane, click Roles & Permissions.
  4. Make sure Staff is selected in the dropdown menu.
  5. Configure permissions for the following modules:

My Profile

Permission Type

Description

View

Staff can view their own profile

Edit

Staff can edit their profile, including working hours

Add/Delete/Export

❌ Not Applicable

 

Booking Page

Permission Type

Description

View All Booking Pages

Staff can view all booking page links

View My Booking Page

Staff can only view their assigned booking pages

Edit/Add/Delete/Export

❌ Not Applicable

 

Note: Booking page links are public URLs. This restriction only applies within the Zoho Bookings interface. If a staff member has the direct link to another booking page, they can still access it outside the app.

Customers

Permission Type

Description

View All Customers

Staff can view details of all customers

View My Customers

Staff can only view customers assigned to them

Edit

Staff can edit customer info (based on view access)

Add

Staff can add new customers

Delete

Staff can delete customers (based on view access)

Export

Staff can export customer data (based on view access)

 

Important:

  • If “My Customers” is selected, staff can only perform actions on their assigned customers.
  • If staff tries to add a customer that already exists in the system (but isn’t assigned to them), the system will auto-populate customer info once the email or contact number is entered.

Points to Note

  • Enabling Edit in My Profile gives staff the ability to set their own working hours.
  • Staff will only see booking links and customer data based on the permissions you configure.
  • Restrictions apply within the application UI — public links (like booking pages) remain accessible if shared externally.

Current Limitations

  • Role-based permissions are only available for the Staff role at this time.
  • Booking page URLs are public. Permission settings only control access within Zoho Bookings, not on the web.

Related Articles

General Setup - Previous General Setup Next - General Setup Privacy & Security in Zoho Bookings

Leave a Reply

Your email address will not be published. Required fields are marked *

Learn how we helped 100 top brands gain success