# Roles, and what each one can do > Owner, admin, dispatcher, instructor, student, renter and technician. One person can hold several, and the roles decide what they see, what they can book, and whose money they can look at. Source: https://www.aerscheduler.com/docs/getting-started/roles-and-permissions Section: Getting started. For: Owners, Admins, Dispatchers, Instructors, Students, Renters, Technicians. Seven roles: **owner, admin, dispatcher, instructor, student, renter, technician**. They are additive and there is no ladder, so a person can hold any combination or none. Set them from `People → ⋯ → Edit roles` (web console). ## Roles are not the only thing that decides access A role says what somebody **is** to your school, and it carries data: the instructor row is what holds their students and their ratings. A **permission** says what somebody may **do**, and carries nothing. That split matters because it is what lets you give a bookkeeper the invoice list without making them an administrator. This page covers roles. For the other half, see [Give one person an extra permission](https://www.aerscheduler.com/docs/getting-started/permissions-and-grants). ## Roles hang off the school, not the person Your account (name, email, password, photo) is global. Your roles belong to your membership of one organization. That is why editing somebody's roles at one school changes nothing at another, and why a person can be an instructor at one club and a renter at the next. ## The seven roles in one line each | Role | What it is for | | ---------- | ------------------------------------------------------- | | Owner | Full control. Always carries admin with it | | Admin | Runs the school: people, aircraft, money, settings | | Dispatcher | Runs the board. No money, no settings | | Instructor | Teaches, signs off flights and lessons | | Student | Books training flights for themselves | | Renter | Rents aircraft solo | | Technician | Works on aircraft: inspections, squawks and work orders | Two words appear throughout the product and are worth learning: - **Staff** means owner, admin and dispatcher together: the people who run the operation day to day. Staff land on the Dashboard, see the whole board, and can book on other people's behalf. - Staff is **not** the set that can see money. Money is admin and owner only, with one exception: technicians see the maintenance shop's rates and what its jobs charge. A brand-new operation does not receive every role. The founder is owner and admin, plus instructor (school, club, rental, solo CFI), renter (I own an airplane) or technician (I run a maintenance shop). Student is never auto-granted. You can add roles later from `People → ⋯ → Edit roles` (web console). > **Tip:** Roles add up. A student who is also a renter can book everything a student can, plus > rentals. If somebody is missing a button, one more role is one answer, but it is usually > the blunter one. See [Give one person an extra > permission](https://www.aerscheduler.com/docs/getting-started/permissions-and-grants) before you make somebody an > admin just to unlock a single screen. ## Which pages each role can open | Page | Owner | Admin | Dispatcher | Instructor | Student | Renter | Technician | | ------------------------- | ----- | ----- | ---------- | ---------- | ------- | ------ | ---------- | | Dashboard | Yes | Yes | Yes | No | No | No | No | | Calendar (dispatch board) | Yes | Yes | Yes | Yes | Yes | Yes | Yes | | People | Yes | Yes | Yes | Yes | Yes | Yes | Yes | | Aircraft | Yes | Yes | Yes | Yes | Yes | Yes | Yes | | Billing | Yes | Yes | No | No | No | No | No | | Reports | Yes | Yes | Yes | No | No | No | Yes | | Maintenance | Yes | Yes | Yes | No | No | No | Yes | | Go / No-Go | Yes | Yes | Yes | No | No | No | No | | Training | Yes | Yes | Yes | Yes | No | No | No | | Facilities | Yes | Yes | No | No | No | No | No | | Cancellations | Yes | Yes | Yes | No | No | No | No | | Audit Logs | Yes | Yes | No | No | No | No | No | | Settings | Yes | Yes | No | No | No | No | No | | Announcements | Yes | Yes | Yes | Yes | Yes | Yes | Yes | Everybody, whatever their roles, gets their own pages: home, their schedule, their invoices, their documents, their currencies, their profile. A technician who is not also an instructor, student or renter sees **Invoices** and **Currencies** in their menu only once they have one (a bill for work on an aircraft they own, or a currency the organization puts them on), and their home leads with their jobs instead of a flying day. ## Which reservations each role can book | Reservation type | Owner, Admin | Dispatcher | Instructor | Student | Renter | Technician | | ---------------- | ------------ | ---------- | ---------- | ------- | ------ | ---------- | | Dual | Yes | Yes | Yes | Yes | No | No | | Solo | Yes | Yes | Yes | Yes | No | No | | Shared | Yes | Yes | Yes | Yes | Yes | No | | Ground | Yes | Yes | Yes | Yes | No | No | | Sim | Yes | Yes | Yes | Yes | No | No | | Rental | Yes | Yes | No | No | Yes | No | | Guest | Yes | Yes | Yes | No | No | No | | Maintenance | Yes | Yes | No | No | No | Yes | Staff book for other people. A dispatcher's grant lets them book anybody, but it does not put the dispatcher in a seat: to fly, they need a flying role of their own. Full detail in [Which reservation type should I use?](https://www.aerscheduler.com/docs/scheduling/reservation-types). ## Owner Everything an admin can do, plus: - Edit another owner's roles. - Change billing settings and connect Stripe. - Manage API keys and the QuickBooks connection. - Schedule deletion of the organization, from `Settings → Security` (web console) or from the app. That starts a 30-day countdown (not an immediate wipe). You type the school's name to confirm, and it is refused while any invoice is unpaid. See [Delete your school](https://www.aerscheduler.com/docs/getting-started/delete-your-school). An owner cannot be removed by anybody. The last owner cannot give up the role or leave the school. ## Admin Reaches every page in the console. Invites, removes, edits roles, grounds, ungrounds and archives members. Accepts and declines join requests and instruction pairing requests. Adds, edits, grounds and deletes aircraft, simulators and rooms, and approves renters on a tail. Sees and manages all money. Changes every organization setting. Reads anyone's documents, currencies, training records and endorsements. Books every reservation type on anyone's behalf. An admin cannot change an owner's roles, remove an owner, or remove or demote the last admin (including themselves). An admin who is not the owner cannot connect Stripe or change billing settings, and cannot schedule deletion of the organization. An admin can cancel a deletion that is already scheduled. ## Dispatcher A dispatcher runs the ramp. They create, edit, cancel, ramp out, ramp in and close out every reservation type for anybody, ground and reinstate a member, read fleet and operations reports including utilization, read another member's currencies and documents, read the maintenance boards and open squawks, and see guests. They cannot see any money at all. No Billing page, no invoices, no outstanding balances, no revenue, no per-person spend. > **Note:** A dispatcher opening the Dashboard sees three stat cards, not four, and no Recent invoices > panel. That is deliberate, not a loading failure. They also cannot open Settings, Facilities or Audit Logs, sign a squawk off as resolved or verified, or read a student's training record or endorsements. Grounding is theirs, but archiving and removing a member are not: those stay owner and admin. ## Instructor Reaches the Calendar, People, Aircraft and Training, plus their own pages. Books dual, solo, shared, ground, sim and guest reservations. Sees their students' flights, training records and endorsements. Closes out and signs off their own flights. Sets their own availability, which is a tab that exists only for instructors. An instructor cannot open the Dashboard, Billing, Reports, Facilities, Settings, Maintenance, Go / No-Go, Cancellations or Audit Logs. They cannot book a rental or a maintenance block, cannot read another member's documents, and cannot invite, ground, archive or remove anybody. Designing a syllabus needs a separate training permission: see [Who can do what in training](https://www.aerscheduler.com/docs/training/who-can-do-what-in-training). With **Instructors can override reservation prices** switched on, they get **Override payment** on a booking, on either surface. It is not limited to their own reservations. ## Student Views the school schedule, the roster and the fleet. Books dual, solo, shared, ground and sim reservations for themselves. Sees their own training record, endorsements, currencies, documents and invoices (or their ledger balance when Account ledger is on), and pays their own invoices or adds funds. A student cannot book a rental, see anyone else's money, currencies, documents or training records, see open squawks, or open any staff page. With **Members can only book approved resources** on, they can book only the aircraft they have been checked out on. See [Check someone out on an aircraft](https://www.aerscheduler.com/docs/getting-started/approve-a-member-on-an-aircraft). ## Renter Views the schedule, the roster and the fleet. Books rentals, and shared bookings (two renters splitting a cross-country). Sees and pays their own invoices (or uses their ledger when Account ledger is on), and sees their own currencies and documents. A renter cannot book dual, solo, ground, sim, guest or maintenance reservations, and never sees simulator or classroom lanes on the board. With **Members can only book approved resources** on, they can book only the aircraft they have been checked out on. See [Check someone out on an aircraft](https://www.aerscheduler.com/docs/getting-started/approve-a-member-on-an-aircraft). ## Technician Reaches Maintenance, and the Fleet and Maintenance shop reports. Books maintenance blocks, which take an aircraft off the line. Logs squawks and signs them off as resolved or verified. Sees maintenance reminders and inspections across the fleet, and can ground an aircraft and return it to service. Opens work orders and enters labor and parts at the shop's rates. A technician sees the shop's money and none of the organization's other money: the labor rate and markups on the lines they enter, what each job charges, a job's invoice total and whether it is paid, and the Maintenance shop reports. Only an admin prices a line or raises the invoice. A technician never sees Billing, other people's invoices or balances, or an aircraft's revenue, cannot book any flying reservation, never sees simulator or classroom lanes, and cannot open the Dashboard, Settings, Facilities, Training, Go / No-Go or Audit Logs. ## Somebody with no role A member who joined and was never given a role can sign in, see the schedule, the roster and the fleet, and see their own profile, documents, currencies and invoices. They cannot book anything: the **+** button and the Book link simply do not appear. They show up under the **No role yet** filter on People. ## Change somebody's roles 1. **Open People, or the person's record** From the roster, use the row's **⋯** menu. From their page, press **Edit roles** in the header. 2. **Tick the roles they should hold** Ticking **Owner** force-ticks **Admin** and locks it, because an owner is always an admin. 3. **Press Save roles** Access changes immediately, everywhere: console, phone app and API. > **Note:** Removing a role removes everything that came with it. Anything given to that person > individually on their **Permissions** tab stays, because it was never attached to the role. Three refusals you may meet: - "There must be at least one owner in your organization." - You cannot remove the last admin, including your own admin grant. - "You do not have permission to update the owner's roles." Only another owner can edit an owner. ## Two places roles behave unexpectedly Reports are open to dispatchers and technicians, but each sees only the categories their role grants. A dispatcher gets operations, fleet, people and compliance reports and no financial section at all. A technician gets Fleet and Maintenance shop reports. See [Who can see which reports](https://www.aerscheduler.com/docs/reports/who-can-see-which-reports). Search is scoped by role too, and training is scoped differently from everything else. A dispatcher can search another member's documents and currencies but not their training records. An instructor is the exact opposite. See [Find anything with search](https://www.aerscheduler.com/docs/getting-started/find-anything).