Users, roles and permissions
Every person who logs in is a user. What they can see and do is controlled by permissions, and a saved bundle of permissions is a role.
Permissions are organised by area — Bookings, Customers, Payments, Products, Dive Log, Settings and so on. Most areas use the same simple pattern of actions:
| Action | What it lets a user do |
|---|---|
| Read | View and list records. This is the baseline — without it, an area is hidden. |
| Create | Add new records. |
| Update | Edit existing records. |
| Delete | Remove records — reserve this for trusted staff. |
| All | A shortcut that grants every action in the area at once. |
Two extra options fine-tune access: a Self grant limits a user to their own records (handy for staff profiles or an agency portal), and the Admin super-role bypasses every check and can do everything, everywhere.
Warning: Keep the number of Admins to a minimum. For everyone else, assign a named role so you can see and adjust exactly what they can do.
Gurita ships with ready-made roles — Editor (front desk and reservations), Accountant (finance), Auditor (read-only finance), Employee (general read-only staff), plus external roles for Agency and Customer portals. Most teams start from one of these. Setting up users and roles is covered in Settings and administration.
Example roles in practice
Two people can look at the very same booking and see different buttons, because their role differs. A few concrete examples, using Gurita's ready-made roles:
- A receptionist on the Editor role gets the full booking workflow — create and edit bookings, take payments, and manage on-site charges — plus full control of transfers. Rooms, prices, and customers stay read-only for them; Settings and User Roles are visible but not editable; and bank entries do not show up at all.
- A bookkeeper on the Accountant role has full access to banks, bank entries, booking payments, customers, agencies, pricing, and offers. On a booking itself they can update details and record payments, but — unlike Editor — they cannot create a brand-new booking.
- An auditor on the Auditor role can open bookings, payments, and bank entries to check them — for month-end reviews or a spot audit — across every asset they're assigned to. They cannot create, edit, or delete any of it, and cannot take a payment.
Tip: Start a new team member on the lowest ready-made role that covers their job, then adjust from there — it is easier to add a permission later than to undo one after a mistake. See the full role comparison in Settings and administration.
Who can access this: Managing users and roles requires Administrator access.