Roles & Access

The seven roles in Nabu, what each one can see and change, how to invite and manage your team, and why access is set up the way it is.

How access works in Nabu

Every person on your team holds exactly one role in your business. The role decides three things: which pages appear in their sidebar, which pages they can open at all, and which actions they can take inside those pages. You assign roles yourself, and you can change them at any time.

Nabu checks access on the server, not only in the menu. Hiding a link is a convenience; the real protection is that a page your role does not include will not load, even if someone types its address directly. If that happens, Nabu sends the person to the first page their role does allow, so nobody lands on a dead end.

A role is built from individual permissions, such as "View financials" or "Approve campaigns." You never have to assign those one at a time. You can see the full list, with a check mark for every role that holds each permission, under Settings → Team & Permissions.

The seven roles

Role	Who it is for	In short
Owner	The person who holds the account	Everything, including billing and payroll
Admin	A partner or operations lead	The same access as Owner
Manager	Whoever runs a location day to day	Financials, costs, approvals, and settings, but not payroll, billing, or team management
Marketing	A marketing coordinator or an outside agency	Growth, campaigns, and social media, with no financial figures
Provider	Injectors, estheticians, and other clinicians	Client follow-up work and social drafts
Front Desk	Front desk and client care staff	Client follow-up work and social drafts
Viewer	An accountant, bookkeeper, or investor	Reads the financial reports and changes nothing

Owner

The person who creates a business in Nabu becomes its Owner automatically. Owners can see and change everything: every financial report, costs and payroll, integrations, settings, billing, and the team itself. Nabu treats Owner and Admin the same way. The separate name exists so it is always clear who holds the account.

Admin

Admins have the same access as Owners. Give this role to a business partner or an operations lead who needs to run the whole account, including inviting people and changing the plan. Because Admins can change billing and see every employee's pay, reserve the role for people you would trust with both.

Manager

Managers run a location. They can read every financial report, edit costs, approve Nabu's recommendations in the Action Center, assign and dismiss team tasks, approve campaigns, run the Social Scheduler, manage integrations, and edit location settings.

Three things are deliberately left out. Managers cannot open Employees & Payroll, because that page shows what each person on the team is paid. They cannot change billing. And they cannot invite, remove, or change the role of team members. Those decisions stay with Owners and Admins.

Marketing

The Marketing role is for someone who promotes the business without needing its books: an in-house coordinator or an agency you work with. Marketing can use Growth, approve campaigns, and do everything in the Social Scheduler, including publishing posts and connecting Instagram, Facebook, TikTok, and other accounts.

Marketing cannot see revenue, costs, profitability, forecasts, or payroll. In Ask Nabu, a Marketing user can ask how Nabu works, but not questions about your business figures.

Provider

Providers work the client follow-up tasks assigned to them in Growth and Tasks, and they can write social posts and submit them for approval. They cannot see financial reports, and they cannot approve or publish anything.

Front Desk

Front Desk has the same access as Provider: client follow-up work and social drafts, with no financial reports. Front Desk can no longer approve campaigns. Approving a campaign sends messages to your clients, and that decision belongs to someone who is accountable for the outreach.

Front Desk is also the role Nabu selects by default when you invite someone. If you send an invitation without changing the role, the new person starts with the least access, and you can raise it later. That way, a rushed invite never exposes your finances.

Viewer

Viewers can read the Dashboard, Financials, Profitability, and Forecasting, and they can open the Action Center to see Nabu's findings. They cannot change anything: they cannot edit costs, approve recommendations, run campaigns, or post to social media. This makes Viewer the right choice for an accountant, a bookkeeper, or an investor.

What each role can do

Area	Owner & Admin	Manager	Marketing	Provider	Front Desk	Viewer
Dashboard, Financials, Profitability, Forecasting	Yes	Yes	No	No	No	Yes
Cost Center (costs, equipment, consumables)	Yes	Yes	No	No	No	No
Employees & Payroll	Yes	No	No	No	No	No
Ask Nabu: questions about your business data	Yes	Yes	No	No	No	Yes
Ask Nabu: questions about how to use Nabu	Yes	Yes	Yes	Yes	Yes	Yes
Action Center: view findings	Yes	Yes	No	No	No	Yes
Action Center: approve, edit, or reject actions	Yes	Yes	No	No	No	No
Tasks: work tasks assigned to you	Yes	Yes	Yes	Yes	Yes	Yes
Tasks: assign work to others and dismiss tasks	Yes	Yes	No	No	No	No
Growth	Yes	Yes	Yes	Yes	Yes	Yes
Campaigns	Yes	Yes	Yes	No	No	No
Social Scheduler: draft and submit posts	Yes	Yes	Yes	Yes	Yes	No
Social Scheduler: approve, schedule, publish, delete	Yes	Yes	Yes	No	No	No
Social Scheduler: connect social accounts	Yes	Yes	Yes	No	No	No
Start Guide, Setup, Data Import	Yes	Yes	No	No	No	No
Integrations	Yes	Yes	No	No	No	No
Settings (business profile and locations)	Yes	Yes	No	No	No	No
Billing and add-ons	Yes	No	No	No	No	No
Invite, remove, and change roles	Yes	No	No	No	No	No
Help and Docs	Yes	Yes	Yes	Yes	Yes	Yes

Some areas also have usage limits. Every organization receives ten complimentary Ask Nabu answers each month, and every location can activate one complimentary Action Center plan each month. Nabu Intelligence removes those limits for included locations. The Social Scheduler is a separate add-on. A role still controls which clinic information and actions each person can use. See Plans and complimentary use and Social Scheduler plans and access.

Ask Nabu and your role

Ask Nabu answers two kinds of questions, and your role decides which ones it will take.

Anyone can ask how Nabu works, such as "How do I connect Zenoti?" Those answers come from the Nabu documentation, which contains nothing about your business.

Questions about your business figures, such as "What was revenue last month?", need permission to view financials at the location selected in the header. Owners, Admins, Managers, and Viewers have it. Marketing, Provider, and Front Desk do not. When someone without that permission asks a business question, Nabu says it cannot answer from the documentation and that their access does not include business data. It does not look at your data first and then decline; it never reaches the data at all. These questions also do not use any of your monthly complimentary answers, and people without financial access do not see the "questions left this month" counter.

Managing your team

Everything about your team lives in Settings → Team & Permissions. You can also get there from the business name at the top of the sidebar by choosing Manage organization. Owners and Admins can make changes there; Managers can see the page but not change anyone's access.

Inviting someone

Open Settings → Team & Permissions.
Enter the person's email address.
Choose a role. Each option in the menu says who the role is for, and Front Desk is selected unless you pick another one.
Click Invite.

The person receives an email with a link. After they accept and sign in, they have the access of the role you chose. Until then, the invitation appears under Pending invitations, where you can revoke it; a revoked link stops working.

When someone joins, Nabu gives them access to your business's first location. If they need to work at other locations too, contact support and we will add them.

Changing someone's role

Find the person in Team members and choose a new role from the menu beside their name. Nabu applies the change right away. Their sidebar and the pages they can open update within about a minute, or immediately if they sign out and back in.

Removing someone

Click the remove button beside the person and confirm. They lose access to your business right away. Removing someone does not delete their Nabu login, and it does not affect any other business they belong to. You can invite them again later.

Rules that protect your account

Only an Owner can grant, change, or remove Owner access. An Admin can manage everyone else, but cannot make someone an Owner.
You cannot change your own role or remove yourself. Another Owner has to do it, so nobody locks the account out by accident.
A business always keeps at least one Owner. To step down, make someone else an Owner first.

Roles you may see but cannot assign

Your team list can show two roles that you cannot assign.

Super Admin is reserved for Nabu staff. When our team helps you inside your account, this role gives them the same access as an Owner. You cannot change it from Settings; contact us if you want it removed.

No access appears for someone on an older role that Nabu does not recognize. They can sign in but cannot open anything. Choose the role they actually need.

Frequently asked questions

Can a provider see my financials? No. Providers, Front Desk, and Marketing cannot open the Dashboard, Financials, Profitability, Forecasting, or the Cost Center, and Ask Nabu will not answer their questions about business figures.

Can a manager see what my employees are paid? No. Managers can edit your business costs, but the Employees & Payroll page is limited to Owners and Admins.

Can I give someone a different role at each location? No. A person has one role for the whole business. Which locations they can open is set separately, as described above.

Why is Front Desk selected when I invite someone? Because it is the safest place to start. If you forget to change the role, the new person can work client follow-ups and draft posts, but cannot see your finances. You can raise their role at any time.

Why can't I delete my business from Nabu? Deleting a business removes its connection to all of your financial history, so Nabu does not offer it in the app. Contact support and we will help you close the account properly.

I changed someone's role, but they still see the old menu. Why? The change can take up to a minute to reach their session. Ask them to refresh the page, or to sign out and back in.

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