Your team

Roles and permissions

Schedio has three roles – Owner, Manager and Staff. Each role gives that person exactly the access they need, and the rules are enforced everywhere in the app automatically.

Owner

Owners have full control of the workspace:

Billing and plan
Integrations
Workspace settings – name, terminology and workspace deletion
Inviting people at any role, and changing anyone's role
Analytics and the activity log

Owners also see every location automatically – no assignment needed.

There is one deliberate limit: Owners don't see handover notes for departments where they don't work shifts – those notes stay within the department's team. An Owner who personally works a department's shifts takes part in that department's notes like anyone else.

Manager

Managers run the day-to-day for the departments they're responsible for, at the locations they're assigned to. Within those departments they can:

Build and edit the schedule
Manage people – including inviting new Staff (Managers can't invite other Managers or Owners; only an Owner can do that)
Manage the job titles inside a department (only an Owner adds or removes departments themselves)
Set coverage targets
Approve time off, shift swaps and change requests
Post alerts directly, with no approval step
Read analytics and the activity log

An Owner assigns which departments each Manager runs. A Manager with no departments assigned yet can sign in and view the workspace, but can't change a schedule or approve a request until an Owner gives them a department to run.

Staff

Staff work shifts. They can:

See the full week's schedule, read-only
Act on their own shifts – offer a shift up, propose a swap, claim an offered shift, or request a day off or a time change
Propose alerts – a manager approves the alert before anyone else sees it
Write and read handover notes for their own department
Set their own regular days off
Edit their own profile

Location access

Owners see all locations. Managers and Staff see only the locations they're assigned to – you manage those assignments under Settings → Locations → members. See locations for details.

For example, if Maria manages the Northside Inn front desk, she builds the schedule and approves time off there – but she won't see a second location unless an Owner assigns her to it.

What each role sees

The interface follows the role. Staff don't see Coverage or Settings in the sidebar at all – people only see the pages they can actually use, which keeps the app simple for everyone.

Safeguards

A workspace always keeps at least one Owner. The last remaining Owner can't be removed or demoted, so you can never lock yourself out of your own workspace.

All of these rules are checked on Schedio's servers, not just hidden in the interface – so they apply consistently no matter how someone reaches the app.

Managing people – profiles, archiving and bulk actions
Add your team – inviting people and assigning roles