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Help Guide

Team & Roles

Invite your team to Guidewinds and control exactly what each person can see and do. Set up roles with granular permissions for bookings, analytics, and more.

6 min read

Why Set Up Team Access?

As your business grows, you don't want everyone logging in with the same account. Team management lets you invite captains, managers, and staff with their own logins and appropriate access levels. Everyone sees only what they need to do their job.

Plan Details

Basic team management (up to 2 members) is included on all plans. Advanced roles, custom permissions, and unlimited team members are available on the Enterprise plan.

Adding Team Members

  1. Go to Dashboard → Personnel
  2. Click "Invite Team Member"
  3. Enter their email address
  4. Select a role (Owner, Captain, or Staff)
  5. Click "Send Invitation"

The invited person receives an email with a link to create their account. Once they accept, they can log in and access the dashboard based on their assigned role.

Pro Tip

You can resend or revoke invitations from the team page. Pending invitations expire after 7 days, but you can always send a new one.

Built-In Roles

Guidewinds includes three default roles with pre-configured permissions:

  • Owner: Full access to everything — bookings, analytics, settings, billing, and team management. Only the account creator starts with this role.
  • Captain: Can manage bookings, anglers, trips, and view analytics. Cannot access billing or invite new team members.
  • Staff: Can view and check in bookings assigned to them. Limited to day-to-day operations with no access to settings or analytics.

Permission Matrix

Here's what each default role can access:

  • Bookings: Owner and Captain can create, edit, and cancel. Staff can view and check in only.
  • Analytics: Owner and Captain have full access. Staff cannot view analytics.
  • Settings: Owner only. This includes trip configuration, pricing, availability, and integrations.
  • Billing: Owner only. Subscription management, payment methods, and invoices.
  • Anglers: Owner and Captain can view and edit. Staff can view names on their assigned bookings only.

Audit Trail

Every action taken by a team member is logged. You can see who created, modified, or cancelled a booking from the activity log.

Custom Roles (Enterprise)

Need more granularity? Enterprise accounts can create custom roles with specific permissions:

  1. Go to Dashboard → Personnel → Roles
  2. Click "Create Role"
  3. Name the role (e.g., "Front Desk", "Guide")
  4. Toggle individual permissions on or off for each area
  5. Save the role

Custom roles can be assigned to any team member and updated at any time. Changes take effect immediately.

At Least One {TERMS.roleOwner}

Your account must always have at least one Owner. You cannot remove or downgrade the last Owner — transfer ownership to another team member first.

Managing Team Members

From Dashboard → Personnel, you can:

  • Change roles: Reassign any team member to a different role
  • Deactivate: Temporarily disable access without deleting the account
  • Remove: Permanently remove a team member's access
  • View activity: See recent actions taken by each team member

Pro Tip

When a team member leaves, deactivate their account rather than deleting it. This preserves the audit trail of their actions for your records.

What's Next?

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