Skip to main content

Understanding Roles: Admin, Manager, Guide & Custom Roles in Understory

Understanding Roles Admin, Manager & Custom Roles Understory: A role in Understory determines what a team member can access and do inside your company’s account.

Updated over 2 months ago

A role in Understory determines what a team member can access and do inside your company’s account. Assigning the right role ensures each person only sees and manages what they need for their job. Understory comes with three preset roles, Admin, Manager, and Guide, plus the option to create custom roles.

What are the pre-set roles in Understory?

Admin:

  • Full access to all settings and information in the Understory back office

  • Can assign or change roles for other team members

  • Can add or remove admins, managers, and guides

Manager:

  • Broad access, but more limited than admin

  • Can view all experiences and create events

  • Cannot create new experiences or access sensitive company info (company-wide settings, integrations, team management, notifications, terms)

  • Can edit their own profile only

Guide:

  • For staff who run or assist with events

  • Can view assigned events in the calendar

  • Access to bookings and personal settings only

  • Can see previous and future bookings for those events

  • Cannot cancel or reschedule bookings

  • May generate payment links

How to create Custom Roles

Custom roles let you tailor each team member’s permissions so they only see and manage exactly what they need.

Permissions to create custom role: Admin role or Permission: "Roles and access control: Edit"

To create a custom role:

  1. Navigate to Team tab in settings - A list of all team members and their information will appear

  2. Press "Edit roles" button - Opens overview of existing roles

  3. Press "+ Add new role" button

  4. Set up the new role

    1. Chose name and description of the role

    2. Set permissions for the role.

    3. Select which experiences the role can view

    4. Define which events the role can see in their overview (All or only their own)

  5. Press "Add this role" button - The role now appears as a Custom role

Custom roles are best for unique jobs, contractors, or seasonal staff—making sure platform access is clear, secure, and just right for the person’s real responsibilities

Why do roles matter?

Roles help keep your business secure and organized. Each person only sees what’s needed for their work—reducing risk and making Understory easier to use for everyone. You can change someone’s role any time if their responsibilities change.

Did this answer your question? If not, please reach out to us in the chat window at the bottom to the right, and we'll be happy to help 🤗

Did this answer your question?