Capabilities and role permissions

AI Assistant's actions can be restricted per role. Reception shouldn't have subscription change rights, Staff shouldn't cancel.

Where to find it

/manager/settings/ai-assistant → Settings → Capabilities section.

The 4 roles

Bookinda's standard role system:

• OWNER
• MANAGER
• RECEPTION
• STAFF

Capability matrix

Per-role enable:

View capabilities

Capability	OWNER	MANAGER	RECEPTION	STAFF
View appointments	✅	✅	✅	✅ (own)
View customers	✅	✅	✅	✅ (own)
View vouchers	✅	✅	✅	❌
View packages	✅	✅	✅	❌
View reports	✅	✅	❌	❌

Action capabilities

Capability	OWNER	MANAGER	RECEPTION	STAFF
Create appointment	✅	✅	✅	❌
Modify appointment	✅	✅	✅	❌
Cancel appointment	✅	✅	✅	❌
Create customer	✅	✅	✅	❌
Send SMS/email	✅	✅	⚠️ (limited)	❌
Redeem voucher	✅	✅	✅	❌
Redeem package	✅	✅	✅	❌

(Defaults, all customizable.)

Per-capability toggle

Each capability togglable per role. E.g., if Reception shouldn't initiate refund, turn off only for Reception.

Custom rules above capability

Custom instructions further filter:

• "Reception can only initiate up to 10,000 HUF refund. Higher escalate to Manager."
• "Staff can only modify their own bookings."

Activity Logs

Settings → Activity Logs tab:

• List of every AI action
• Who requested (user)
• What done (capability name)
• When (timestamp)
• Result (success / failure)
• Confirmation state (approved / rejected)

Useful for dispute resolution and audit.

When to use it

Scenario 1, classic role hierarchy Owner everything, Manager all except subscription, Reception only customer-handling, Staff only read-only. Defaults work.

Scenario 2, restrictive salon Owner alone decides refunds. Refund capability OFF for Manager + Reception. Owner only.

Scenario 3, junior staff training New Staff on probation. Capabilities: read-only only. AI can't act on their behalf.

Scenario 4, multi-location, location-level manager A location's Manager gets AI actions only for that location's bookings. (Capability + location filter combo.)

Scenario 5, dispute over an AI action Reception cancelled a booking, customer complains. Activity Logs → filter Reception + date → AI confirmation history.

Tips

• Start with defaults, restrict only on actual incident.
• Without activity-log, hard to trace, enable thoroughly.
• Capability toggle doesn't replace custom instructions, combine both.
• Staff role rarely needs general capability, privacy matters.
• Refund capability should be restrictive, money-sensitive.
• Solve location-level limits via custom instructions, capability matrix doesn't offer location level.

Related articles

• Overview
• Autonomous actions
• AI settings
• Staff access