Managing Your Staff and Permissions

As your team grows, you need clean role-based access so the right people can do the right things — and not touch the wrong things. TrailerBase ships a full staff management system: invite by email, assign roles, and tune 21 granular permissions when the built-in roles are not enough.

Where to manage

Go to Settings > Staff. You will see a table of all active and deactivated staff, with role, email, last sign-in, and status.

Inviting a new staff member

1. Click Invite Staff.
2. Enter their email address (this becomes their username).
3. Pick a starting role: Owner, Manager, Staff, or Custom.
4. Optional: choose which locations they have access to (if you run multi-location).
5. Click Send Invite. The invitee gets an email with a sign-up link that expires in 72 hours.

Invitations that expire can be re-sent from the Staff list.

The built-in roles

• Owner — full access, including billing. You must have at least one Owner at all times.
• Manager — everything except billing and staff removal. Good for your second-in-command.
• Staff — day-to-day operations: bookings, customers, inventory, chat. No access to settings, reports, or integrations.
• Custom — build exactly the permission set you want (see below).

Most teams run with a single Owner (you), one or two Managers, and the rest Staff. Start there and only create Custom roles when you hit a real edge case.

The 21 granular permissions

When you pick Custom or edit a role, you will see permissions grouped into six categories:

Bookings — view, create, edit, cancel, refund.

Customers — view, create, edit, delete, export.

Inventory — view, create, edit, archive.

Reports — view financial, export.

Settings — view, edit general, edit billing, edit integrations.

Chat — view, respond, admin.

Toggle each on or off. The UI warns you if a combination is inconsistent (for example, "can cancel bookings" with "cannot view bookings").

Activity log

Every staff action is logged. Click any staff member to see their last 90 days of activity:

• Logins (with IP and rough location).
• Bookings created, edited, or cancelled.
• Refunds and manual price overrides.
• Settings changes.
• Customer data exports.

This is the first place to look if something changes and you are not sure who did it. Filter by action type or date to narrow down fast.

Deactivating staff

When a staff member leaves, do not delete them. Click Deactivate instead. That does three things:

1. Immediately revokes their login and any active sessions.
2. Preserves everything they ever did for audit — bookings they took, chats they handled, refunds they issued stay in history with their name attached.
3. Frees up their seat on your plan.

If they come back, you can reactivate in one click and they pick up where they left off.

Step-by-step: adding a seasonal worker

1. Go to Settings > Staff > Invite Staff.
2. Enter their email.
3. Role: Custom.
4. Enable only Bookings: view, create, edit and Customers: view, create. Disable everything else.
5. Save and send invite.
6. At end of season, click Deactivate on their row.

This gives seasonal help just what they need, no more.

Best practices

• Review the Staff list every 90 days and deactivate anyone who no longer needs access.
• Turn on Two-Factor Authentication as required for Owner and Manager roles.
• Name your Custom roles clearly (e.g., "Pickup Staff," "Accountant View").
• Audit the Activity Log before a new promo goes live — make sure no one has been making surprise price changes.