Help · Getting set up
Adding your staff, and what each role can see
Three roles, and then a short list of switches per person. The roles decide the big things; the switches let you hand one person one more (or one less) without inventing a fourth role.
The three roles
- Owner — everything. Money, refunds, bank transfers, staff, settings, and approving Side Quest Booking support access to your account. That last one is deliberately not delegable: it decides who outside your business can look at your customers.
- Manager — the day-to-day running. Bookings, changes, check-in, adding and deleting dates, sending forms and confirmations. Managers see money on individual bookings, not your business-wide totals, and they cannot pay out or change bank details.
- Crew — the day's roster and check-in. Crew never see an amount of money anywhere, and never see medical answers: a crew member sees whether a student is cleared, not what they wrote.
Inviting someone
Staff → Invite. They get an email with a link that works once, for 14 days. Opening it sets their password and signs them in; there is no separate "now log in" step. If you sent it to the wrong address, invite again — the first link stops working the moment the second is issued. A person who works for two businesses on Side Quest Booking has one login and switches between them; nothing from one business shows in the other.
The per-person switches
On the Staff page, each manager and crew member has a Permissions button. The switches, with what a manager and crew get by default:
| Switch | Manager | Crew |
|---|---|---|
| Add dates to the schedule | on | off |
| Delete dates from the schedule | on | off |
| See amounts of money | on | off |
| Check people in | on | on |
| See customers' phone numbers | on | on |
| See customers' email addresses | on | off |
Crew get phone numbers by default because the person on the boat needs to reach a late student; they do not get email addresses because nobody on the boat needs to write to one. Flip either if your operation is different.
You can also limit a person to particular courses or locations. A guide who only runs one harbour's trips then sees only that harbour's dates on the schedule, roster and check-in — the rest of the business is simply not there for them.
Two-step sign-in
Settings → Security lets any staff member add an authenticator app and ten recovery codes. Owners without it see a reminder on every screen, because the owner login is the one that can move money. With it on, Side Quest Booking asks for a fresh code (once every ten minutes) before a refund, a charge to a saved card, an API key, a change of reply-to email, a tax confirmation or connecting payments.
Leaving
Removing someone on the Staff page ends their access at once, everywhere, including any device they are still signed in on. Their name stays on the history of what they did.