How do WordPress roles work in Amelia

Amelia uses dedicated WordPress user roles to determine who can access the back end, who can manage bookings, and who can use the front end panels. These roles define what employees, managers, customers, and administrators are allowed to do, and they should be assigned carefully to avoid conflicts.

Avoid creating employees, customers, or Amelia Managers using email addresses already associated with Administrator accounts. Mixing roles such as Employee + Customer or Manager + Administrator can cause data display issues.

When testing bookings on the front end, make sure you are not logged in to WordPress (preferably use Incognito mode).

What can the Administrator role do?

The Administrator role has full access to all Amelia features and WordPress settings. Administrators can create and manage services, locations, employees, customers, events, and appointments. They can delete or hide entries, configure global settings, customize the booking front end, and assign or change roles for other users. This role is the highest level of access available.

What can the Amelia Manager role do?

Amelia Manager users have permissions similar to Administrators but without access to WordPress settings, Amelia Settings, Amelia’s Features & integrations page, or the ability to delete items permanently.

Managers can hide entries, manage all entities in Amelia, and configure them, but they cannot customize the booking layout, configure Amelia’s settings, or manage WordPress-wide settings. You can assign this role by creating a WordPress user and selecting Amelia Manager as their role.

What can the Amelia Employee role do?

The Amelia Employee role is intended for team members who manage their own schedules and bookings.

Once an employee user is created in WordPress, they receive an email with login details and a link to set their password. Employees can access their appointments in the back end or in the front end Employee panel.

Additional permissions can be enabled in Settings → Roles & permissions → Employee, so employees can configure their services, working hours, days off, special days, and manage their own appointments or events. They cannot access or view other employees’ data.

Employees cannot create new customers in the back end. They can only create appointments using existing customer records.

How do I assign the Amelia Employee role?

You can assign this role in two ways:

Create a new WordPress user with the Amelia Employee role in Users → Add new, then edit the employee in the Employees page in Amelia and select that WordPress user under the WordPress user field.
Edit the employee in Amelia, click the WordPress user option, and select Create new to generate a new WordPress user with the Amelia Employee role automatically.

To change an employee into a manager, edit the user in WordPress and assign the Amelia Manager role.

What can the Amelia Customer role do?

The Amelia Customer role allows customers to view their appointments in the back end and to cancel or reschedule single appointments when allowed by Settings → Roles & permissions → Customer permissions.

Customers also get access to the front end Customer panel (if configured), where they can manage their appointments and events. When a new WordPress customer user is created, they receive an email with login details and a link to set their password.

How do I assign the Amelia Customer role?

You can assign this role in the same ways you assign employee roles:

Create a WordPress user with the Amelia Customer role in Users → Add new, then edit that user in the Customer section in Amelia.
Open the Customer section in Amelia, edit the customer, and click the WordPress user option, and select Create new.

You can also enable automatic customer creation in Settings → Roles & permissions settings on the Customer permissions tab. When this is enabled, customers who book for the first time will automatically receive the Amelia Customer role and a login email.

If an existing WordPress user books while logged in, they will automatically receive the Amelia Customer role as well.

By WordPress default behavior, every newly created user receives an automatic email about their account creation. WordPress does not allow disabling this email without using a third-party plugin, such Manage notification emails.

What should I keep in mind when assigning WordPress roles in Amelia?

Do not assign multiple Amelia roles to the same user.
Avoid role conflicts between WordPress and Amelia.
Employees cannot view or manage other employees’ data.
Customers can manage only their own appointments and events.
Automatic assignment of the Amelia Customer role can simplify onboarding.