Give one person an extra permission
Roles say what somebody is to your school. Permissions say what they may do. Give a bookkeeper the invoice list without making them an admin, or let one instructor bill their own ground time, from that person's record.
For owners and admins
Roles say what somebody is to your school. Permissions say what they may do. Give one person an extra permission from WebPeople → the person → Permissions, without making them an admin.
Why this exists#
Until now there was one lever. Somebody needed to see the invoice list, or build a syllabus, or close out flights, and the only way to allow it was to make them an administrator, which also let them hand out roles, refund cards and change your billing.
Permissions split that up. A bookkeeper gets the invoice list and nothing else. A chief instructor gets the syllabus and not the money. The job title becomes a set of switches rather than a new kind of person.
Roles and permissions are different things#
A role is what somebody is. It carries data with it: an instructor row is what holds their students and their ratings, a renter row is what decides which seat they take on a booking. That is why you change roles in Edit roles and not here.
A permission is what somebody may do. It carries nothing. Give it, take it back, nothing else about the person changes.
Give somebody a permission#
Open the person, then Permissions
From WebPeople, open the person and pick Permissions in the left rail. Owners and admins only.
Read the description before you tick it
Every permission says what it does and what it costs to hand over. "See revenue reports" is the one worth reading twice: it shows that person what every instructor earns and what every customer paid.
Turn it on
Money permissions and Assign roles ask you to confirm. The rest take effect immediately, everywhere: console, phone app and API.
To take one back, turn the switch off. If it will not move, that permission comes from a role.
What each group covers#
| Group | What is in it |
|---|---|
| Financial | Invoices, member balances, revenue reports, pricing, memberships, billing setup |
| Scheduling | Managing and cancelling other people's bookings, standby offers, the lock window |
| Fleet | Aircraft, maintenance, squawks, grounding a tail, checkouts |
| People | The roster, contact details, grounding a member, assigning roles |
| Compliance | Member documents, currencies, member records |
| Training | Syllabi, enrolments, the check-instructor designation, auditor access |
| Organisation | School settings, API keys, announcements, the audit trail |
Three worth understanding before you give them#
Assign roles. Whoever holds this can make themselves or anybody else an administrator. It is the one permission that can be used to take the school over.
See revenue reports. Revenue is broken down by instructor and by customer, so this shows a part-time bookkeeper what every CFI on staff earns and what every student paid. If they only need to chase unpaid invoices, give them See invoices and balances instead, which shows who owes money without showing what colleagues earn.
Billing setup. Owner only, and deliberately not something an admin can be given. It connects your Stripe payout account and switches your billing model for every member.
Check instructor works differently#
The check-instructor designation applies to one course, because Part 141 §141.37 designates a person for a specific approved course. Somebody cleared to give Instrument stage checks is not thereby cleared to give Commercial ones. Set it from WebTraining → Permissions, where you also pick the course.
Every other permission applies to the whole school.
Seeing it from the phone#
An administrator can open somebody's record in the iOS app and read their permissions under More → Permissions. It is read-only there: handing over authority over money or the roster is a decision worth making at a desk, and the screen tells you where.
A treasurer, worked through#
Somebody comes in two days a week to chase unpaid invoices and reconcile payments. They do not need to see the schedule, and they must not be able to change anybody's roles.
Give them: See invoices and balances, Raise an invoice, Record payments. Leave them off admin entirely, and leave See revenue reports off unless you want them to see what your instructors earn.
Common questions
- Do I have to give everybody permissions now?
- No. Every role already carries the permissions it has always had, so a school that never opens this screen behaves exactly as it did before. Permissions only ever add.
- Can I use a permission to take something away?
- No, they only widen. If somebody can do something because of a role they hold, the switch for it is shown on and locked. To take it away, remove the role in Edit roles.
- Should a treasurer be a new role?
- No. Give them See invoices and balances, See revenue reports and Raise an invoice, and leave them off admin. That is the whole point of permissions: a job title becomes a set of switches rather than a new kind of person.
Still stuck on this?
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