What permissions can I set for my staff?

Last updated: May 19, 2026

Overview

Noto has three staff permission levels: Admin, Restricted Admin, and Instructor (Staff). Each role controls what a team member can see and do inside the platform. You set a staff member's role when adding them, and can change it at any time from their staff profile.

Permission Comparison

Feature

Admin

Restricted Admin

Instructor

Full platform access

✅

—

—

Calendar – all org events

✅

✅

❌ Own events only

Members

✅

✅

❌ Own students only

Scheduling / Enrollments

✅

✅

❌

CRM

✅

✅

❌

Forms

✅

❌

❌

Invoices (view/create)

✅

✅

❌

Payments / Finance

✅

❌

❌

Settings

✅

❌

❌

Staff list & pay rates

✅

❌

❌

Own payroll

✅

✅

✅

Staff Portal

✅

✅

✅

Admin

Admins have full access to every feature in Noto — scheduling, billing, CRM, forms, payroll, settings, and staff management. Only Admins can add or change staff permission levels.

Restricted Admin

Restricted Admins have broad operational access but are intentionally blocked from financial and payment features. This is the right role for operations staff or office managers who handle scheduling and member management but shouldn't see business financials.

Restricted Admins can access:

  • All events on the org calendar

  • Members (view, add, edit, enroll)

  • Scheduling

  • CRM and leads

  • Invoices (view and create)

  • Their own payroll

Restricted Admins cannot access:

  • Payments and Finance (running payroll, collecting payments, financial reports)

  • Forms

  • Settings

  • Staff list and pay rate configurations

Note: Giving an instructor Restricted Admin access to see the full calendar is a known workaround, but it exposes them to plans, staff lists, enrollments, and other business data owners may not want shared. A dedicated calendar-sharing permission is on the product roadmap.

Instructor (Staff)

Instructors have a focused view scoped entirely to their own work. They access Noto through the Staff Portal rather than the full admin platform.

Instructors can access:

  • Their own scheduled events and calendar

  • Their assigned students and families

  • Attendance marking and lesson notes

  • Their own earnings and payroll history

  • Availability management

  • Google Calendar / iCalendar sync

Instructors cannot access:

  • Other instructors' schedules or students

  • Billing, invoices, or payments

  • CRM and leads

  • Forms

  • Settings, plans, services, or staff management