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Roles and Groups

The full permission matrix for every Venuo role, and how to set up groups that control space access.

Team & Permissions Updated

Role matrix

Columns run from the least privileged outwards. The tinted band is the boundary that matters: everyone in it runs the venue.

ActionGuestMemberStaffAdminOwner
Book a space they can accesspublic only✓✓✓✓
See the whole venue’s schedule——✓✓✓
Book on behalf of someone else——✓✓✓
Move or cancel own bookingvia link✓✓✓✓
Rename a booking or add notes——✓✓✓
Edit or cancel any booking——✓✓✓
Delete a booking permanently——✓✓✓
Approve or decline requests——✓✓✓
Register and check in visitors †——✓✓✓
See the people directory——read only✓✓
Create and edit spaces———✓✓
Edit locations, hours, closed dates———✓✓
Invite people and change roles———✓✓
Create and manage groups———✓✓
Edit branding———✓✓
Book outside operating hours———✓✓
See a booking’s payment breakdown———✓✓
Access billing and the plan————✓
Export own personal data / GDPR tools—✓✓✓✓

† Coming in October 2026 — visitor management ships.

Staff reads the people directory so it can book on someone’s behalf and handle approvals — it cannot change anyone’s role, deactivate anyone, or invite.

Cancelling is not deleting

Cancelling sets a booking’s status to cancelled. The booking stays on record, and it stays visible in the schedule’s history. Deleting removes the row for good, and only Owners, Admins and Staff can do it. If you want a record of what was booked and then called off, cancel — do not delete.

What each role can do to a booking

Members can move or cancel the bookings they made. They cannot rename one or add notes to it afterwards, and they cannot touch a booking somebody else made.

Guests manage their booking through the link in their confirmation email, without an account. They can cancel it any time before it starts, and they can move it to another time on the same space — up until the cancellation cutoff you set for that space. Moving also requires public booking to be switched on for your venue; if you turn public booking off, guests can still cancel but can no longer move a booking. If a guest loses the link, they can request a new one with their booking reference and email address.

Staff, Admins and Owners can edit, move, cancel or delete any booking in the venue. Staff is bound by your operating hours and closed dates while doing so; Owners and Admins are not.

Why Staff cannot book outside hours

Booking outside your operating hours, or on a date you marked closed, overrides a rule the venue set. That is configuration, not day-to-day operation, so it stays with Owners and Admins. Staff working the desk gets everything else.

Permissions are enforced in the database

Every rule in the table above is enforced on the server, per row, not by hiding buttons in the interface. Hiding a control is a convenience; it is not a permission. This matters when you audit your account: what someone can reach does not depend on which screen they happen to open.

Creating a group

Roles decide what someone can do. Groups decide which spaces a person can book, and their allocation limits.

  1. Go to People, open the Groups tab, and create a new group
  2. Enter a group name, for example “Engineering” or “Leadership”
  3. Click Create group
  4. Add people to the group
  5. Assign spaces to the group

A person with no group can only book spaces you marked as publicly available.

Adding people to a group

From the group detail page:

  1. Click Add member
  2. Search by name or email
  3. Select them and click Add — access to the group’s spaces applies immediately

Assigning spaces to a group

From the group detail page:

  1. Click Add space
  2. Select one or more spaces
  3. Click Save — everyone in the group can now book them

Deleting a group

Remove everyone from the group first. Venuo blocks the deletion while the group still has people in it, so nobody silently loses access to the spaces they were booking.

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