Every staff member in Aesthetix CRM is assigned one of two roles: Admin or User. The role determines what that person can see and do across your account — from full access to settings and billing, to a restricted view limited to the contacts, conversations, and calendars they need for day-to-day work. On top of the role, Admins can fine-tune what each individual staff member can access by toggling granular permissions.
This article explains the difference between the Admin and User roles, what each can access, and how to set a staff member's role and permissions in Settings > My Staff.
The role you assign controls a staff member's level of access to your account.
Admin — Full access to the account. Admins can view and edit every area of Aesthetix CRM, including all settings, billing, integrations, automations, reporting, and team management. Admins are the only role that can add, edit, or remove other staff members and change their roles.
User — Restricted access. Users work inside the day-to-day areas of the CRM (such as contacts, conversations, calendars, and opportunities) but are blocked from sensitive areas like account settings, billing, and other administrative tools unless an Admin grants those permissions individually.
In short: give the Admin role to the people who manage your practice's CRM setup, and give the User role to front-desk staff, providers, and team members who only need to do their daily work.
Admins have full access to every area of Aesthetix CRM, with no restrictions.
Users start with access to the core, day-to-day areas of the CRM — such as their contacts, conversations, calendars, and opportunities — while account-level administrative areas like billing, account settings, integrations, and team management (My Staff) are reserved for Admins.
Everything in between is up to you. When you edit a User in Settings > My Staff, you'll find a list of permission toggles for the individual areas and capabilities of the CRM. Switch each one on or off to tailor exactly what that User can see and do — for example, granting a front-desk User access to Payments or Reporting while leaving other areas off.
Tip: The permission toggles shown reflect the features enabled on your account, so they can vary from one account to the next. To see a specific staff member's exact options, open their profile in Settings > My Staff and review the permission list there.
Only an Admin can change another team member's role. To do so:
Step 1: Open your team settings. Navigate to Settings > My Staff.
Step 2: Edit the team member. Find the staff member you want to update and click the Edit (pencil) icon next to their name.
Step 3: Expand User Roles. Scroll down to the User Roles section and click to expand it.
Step 4: Choose the role. Select either Admin or User for that staff member.
Step 5: Save. Save your changes. The new role takes effect the next time that staff member loads the CRM.
Beyond the Admin/User role, Aesthetix CRM lets Admins control exactly which areas each staff member can access. This is useful when you want a User to handle most daily work but also have access to a specific area (for example, Payments or Reporting) that isn't included by default.
Step 1: Open the staff member's profile. Go to Settings > My Staff and click the Edit (pencil) icon next to the person you want to configure.
Step 2: Expand the User Roles / Permissions section. Scroll to and expand the User Roles section to reveal the permission toggles.
Step 3: Toggle permissions on or off. Switch individual permissions on or off to grant or remove access to specific areas of the CRM for that staff member.
Step 4: Save your changes. Save the staff member's profile to apply the updated permissions.
What's the difference between an Admin and a User in Aesthetix CRM? An Admin has full access to the entire account, including all settings, billing, integrations, and team management. A User has restricted access focused on day-to-day work like contacts, conversations, and calendars, and is blocked from administrative areas unless an Admin grants specific permissions.
Who can change a staff member's role? Only Admins can add, edit, or remove staff members and change their roles. Users cannot access My Staff.
Where do I change a staff member's role? Go to Settings > My Staff, click the Edit (pencil) icon next to the staff member, scroll to and expand User Roles, choose Admin or User, and save.
Can I give a User access to just one extra area, like Payments or Reporting? Yes. After opening the staff member's profile in My Staff and expanding the User Roles section, toggle the individual permissions for the areas you want that User to access, then save.
Can a User be blocked from billing and account settings? Yes — by default, the User role cannot access billing, account settings, integrations, or My Staff. These administrative areas are reserved for the Admin role.
Do role changes take effect immediately? Role and permission changes apply the next time the affected staff member loads the CRM. If they're already signed in, they may need to refresh or sign back in to see the change.
