Permissions explained

Almost every screen and action in DivePilot is behind a permission. A person holds a set of them; menu items they lack are simply not shown, and buttons they lack are missing. Presets bundle sensible sets, see Roles & presets.

The editor

The same editor sits in the preset window and in the permissions step of the user window. The folded version in the team step of the setup guide has no search field, count or Select all buttons; open an area or a group, or tick the box on its row.

• At the top: a search field (Search permissions…), a count such as "12 of 160 selected", Select all and Clear all. While you search they read Select shown and Clear shown and act on the matches only.
• Each group is one row under its area: a box that ticks or clears the whole group (a dash when part is ticked), and its permissions as chips such as View, Create, Edit, Delete, Restore or Merge duplicates.
• An unclear permission has a one-line explanation: a tooltip on a computer, or on a phone a small info button beside the permission that opens it under the group.

The "own" variants

Four permissions come in a narrower "own" version next to the full View. A person who holds the own version but not the full one sees only what concerns them:

With both versions, the full one wins.

The areas and groups

The editor lists the groups under seven areas, in this order:

Guests & bookings

• Dashboard: which panels they can see.
• Customers: viewing, creating, editing and deleting customer records, plus the heavier rights to anonymise, export, restore and merge.
• Customer certifications: the cards on a customer. Create adds a card, edit changes the number or date of a saved card, delete removes one. Saving a customer's other details needs none of them.
• Bookings: creating, editing, cancelling and restoring bookings.
• Waivers: seeing waivers, managing templates, requesting signatures, uploading copies and confirming in person.
• Rentals: the rental desk.

Boat trips

• Boat trips: viewing all or own, creating, editing, deleting trips.
• Boat trip guests, Dive groups, Participants, Trip seating, Trip checklists, Dive logs: the parts of a trip page.
• Departure board: opening the departure board, and creating and changing the links that show it on a TV. See The departure board on a TV.

Courses

• Courses, Course enrolments, Course sessions, Course attendance: the parts of a course.

Resources

• Boats and Boat layouts: the boats and their seat plans.
• Pools, Equipment, Dive sites: the resources.
• Certification agencies, Certification levels and Course templates: the catalogue.

Management

• Users: seeing, inviting, editing, archiving and restoring colleagues, and Manage permissions, which unlocks the permissions step and the presets settings. Even with it, you can only give or take away permissions you hold yourself, and never change your own.
• Staff schedule: seeing the whole rota or only one's own, plus managing duties, time off and pool blocks.
• Payroll: seeing everyone's pay or only one's own, managing rates and salaries, entering adjustments, and creating, closing or reopening a pay period.

Prices & payments

• Business & tax: seeing and changing the business details, and seeing, adding, changing and archiving tax rates. See Business details and tax rates.
• Prices & seasons: seeing prices (without it, amounts stay hidden everywhere in the app), changing dive prices, volume discounts, course prices and equipment prices, adding, changing and archiving extras and fees, and seeing, adding, editing and deleting seasons. See The price list and Seasons.
• Online payments: See online payments (the Online payments tab, its status and the list of online payments), Connect Stripe (connecting Stripe, Stripe's forms, managing the account, answering disputes there, disconnecting) and Send payment links (sending a guest their My bill link). See Connect Stripe for online payments and Payment links and the My bill page.
• Deposits & cancellations: Deposit rules, Cancellation policy and Waive deposits. See Deposits for online bookings and Cancellation policy.

Bills and payments

Six groups cover the bills. Bills: See every bill (any bill and its amounts, even without View prices), See own guests' bills (guests on your own trips and courses), Settle and close, Close with money owing. Charges & discounts: Add charges (also Bill to; taking the guest's open lines along needs Void and correct charges), Void and correct charges, Change prices on a bill (a line's price set by hand, not a discount and outside the cap), Give discounts, Discounts above the cap, Standing discount. Payments: Take payments, Void payments, Refund (it also covers Refund to card of an online payment); its View unlocks nothing on its own yet, payments show on the bill and in cash-up. Cash-up: See cash-up, See own takings, Close the day. Bill settings: payment methods, discount reasons, the cap, auto-close, the no-show fee and the My bill settings of the Online payments tab. Invoices & receipts: See every invoice and receipt, See own guests' invoices and receipts (the documents of the bills you see with See own guests' bills), Issue invoices (before the close; Settle and close issues its invoice by itself), Set Invoice to, Correct the buyer, Change invoiced lines (together with the permission of the change itself), Make receipts, Send documents by email, Exports for the accountant and Invoice settings, see Invoices and credit notes. Bills no longer depend on View prices, they have their own permissions; it still shows or hides prices elsewhere in the app, such as the price list, rentals and the activity log. Centres that were on DivePilot before bills keep View prices in their roles, and can take it away in Roles & presets. Verify the journal, in the bill settings group, checks that the bills journal has not been altered. See Bills.

Settings

• Settings: the Dive centre, Departure slots, Registration, Customer form, Online booking, Branding and Subscription tabs. The Waivers, Roles & presets, Categories, Bundles and TV screens tabs follow the Waivers, Users, Equipment and Departure board groups instead, and the Business & tax, Price list, Seasons and Activity log tabs follow the groups of those names and Prices & seasons.
• Activity log: seeing the whole log, opening the history of a single price, season or tax rate, and exporting the log. See Activity log and change history.
• Account: deleting the dive center, visible in the settings only together with the dive center settings permission. On the page shown once the trial or subscription has ended, this permission alone is enough.

When changes apply

A changed permission set reaches the person's open DivePilot within about a minute: their menu and buttons update by themselves, and their next action runs under the new set. Someone who has DivePilot closed gets it when they open it. If a change does not show, see A menu item is missing or access is refused.