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Users and Roles in the Amelia WordPress Booking Plugin

Users and roles in the Amelia Booking plugin give you an option to allow all WordPress users to use the back-end of this plugin depending on their role. Since different user roles have different capabilities, we will go through each of them.

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To ensure Amelia operates smoothly, please keep the following in mind:
  • Avoid creating employees, customers, or Amelia Managers using email addresses already associated with WordPress Administrator accounts.
  • Mixing or assigning multiple user roles (e.g., Employee + Customer or Manager + Administrator) can cause conflicts, leading to data not being displayed correctly. Each role in Amelia (Employee, Customer, Manager, and Administrator) has its distinct capabilities and should remain separate.
  • When testing bookings from the front-end, ensure you are not logged into WordPress to prevent discrepancies or unintended results.
By adhering to these guidelines, you can ensure the plugin functions as intended and provides an optimal user experience.

Administrator

WordPress Administrator is the user who has all the plugin’s permissions. An administrator can create services, locations, customers, employees, and appointments, and permanently delete or hide all entries. He can also customize the look of the front-end of the plugin, so it matches the website of the company. As an admin, one can also make changes in all WordPress settings and change the roles for the other users.

Amelia Manager

The “Amelia Manager” role has almost the same permissions as an “Administrator” role, but with a few important differences. A manager is allowed to hide but not delete anything; a manager cannot customize the front-end look of the plugin and doesn’t have access to the WordPress settings.

You can add an “Amelia Manager” user by going to Users » Add New, fill in the necessary data, and choose the “Amelia Manager” role under the “Role” option.

Amelia Employee

“Amelia Employee” is the role you can give to some or all of your employees. Once you create a new Amelia Employee user an automatic email will be sent to your employee with a username and a URL link where they can set their password.

Amelia Employees can use Front-end Panel for Employees, where they can manage their appointments and events.

With this role, your employees can access the list of their appointments on the appointments page or directly on the calendar at the back-end, as well as in the Employee Panel, and they can also export the list for ease in tracking. If you want to give more permissions to your employees you can enable six more options which you can find in the plugin’s Roles Settings on the Settings Page so your employees can:

  • Configure their services,
  • Configure their schedule,
  • Configure their days off,
  • Configure their special days and/or
  • Manage their appointments
  • Manage their events

Once you enable these options your employees will be able to also add or edit their appointments/events (change status, reschedule, etc.), choose services that will be assigned to them, edit their personal information, working hours, days off, and special days. They will not, however, be able to see other pages on the back-end side or see the appointments from the other employees.

You have two options to assign this role to your employee:

  1. Go to the “Employee” modal, click on the “WordPress User” option, and click on the “Create New” button
  2. From the WordPress Menu, go to Users » Add new and create a WordPress user with an “Amelia Employee” role. After you create a WordPress user, go to the “Employee” modal and under the “WordPress User” option select a WordPress user you’ve previously created.

If you want to change an employee’s role to Manager, you can do so on the “Users” page of the WordPress admin panel. Just find the employee you wish to change, click “Edit”, and under the “Role” option choose the “Amelia Manager” role.

Please note: At the moment employee doesn’t have permission to add new customers on the back-end. He can only create appointments with the existing customers (the ones that have profiles created in Amelia).

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Amelia Customer

The “Amelia Customer” role enables your customers to see their appointments in the backend calendar, and on the appointments list, and also enables them to cancel their appointments on the appointments list. They can also reschedule their appointments by drag and drop or the “Edit” option on their Calendar. Please be aware that this is possible only for single appointments. To give them this permission you need to enable the option “Allow customers to reschedule their own appointments” in the “Roles Settings”.

There is also a Front-end Panel for Customers, and by using it your customers can manage their appointments and events from the front-end page of your website.

Once you create a new Amelia Customer an automatic email will be sent to your customer with a username and a URL link where they can set their password.

If you want to add this role to one or more customers you can do it in the same way you would for the employees:

  1. Go to the “Customer” modal, click on the “WordPress User” option, and click on the “Create New” button
  2. From the WordPress Menu, go to Users » Add new and create a WordPress user with the “Amelia Customer” role. After you create a WordPress user, go to the “Customer” modal and under the “WordPress User” option select the WordPress user you’ve previously created.
  3. You can also enable the automatic creation of the “Amelia Customer” user. To do this, go to the “Roles Settings”, on the Customer tab and you will see an option “Automatically create Amelia Customer user”. Enable this option and from that point each time when a new customer schedules the appointment he will automatically get the customer user role and an email with the username, URL link for setting the password, and a link to your booking form. If someone is already a WordPress user, and they book an appointment for the first time in Amelia while logged in to WP, the customer created in Amelia will be connected to that WP user and the WP user will get the Amelia Customer role too (there are plugins for managing multiple roles in WP, such as User role editor). This way they will have the same login info for the Amelia customer panel and WordPress.