Staff Permissions for Dive Resorts: Who Can Change What

A dive resort runs a room calendar, a dive planner, a boat, a gear room and a front desk at once. The more people who touch the system, the more it matters that each can only do their own job.

More Roles, More Ways to Get It Wrong

At a resort the same booking can involve reception, a dive guide, a boat pilot and a manager. If everyone shares one level of access, a front-desk change can quietly alter a room block, a dive plan or what staff are paid. With spreadsheets there is no enforcement at all.

Seven Roles, Enforced on the Server

RidgeHQ has seven built-in roles: Owner, Manager, HeadInstructor, Instructor, Assistant, DiveMaster and Pilot. Every request is checked against the user's role on the server, so hiding a menu item is only the first layer. The roles are fixed rather than built per business, so there is no permission matrix to design before go-live. The full breakdown is in role-based permissions.

Examples of how that divides the work:

• Staff management and business settings are Manager-level.
• Revenue reporting is limited to Managers and HeadInstructors, and revenue visibility is controlled by role.
• Waiver templates can only be created, edited or deactivated by a Manager, so front-line staff work with signed waivers but cannot change the legal text.
• Owner always has full access.

Across the Resort's Workflow

The same rules apply whichever screen someone is on: the dive planner and room calendar, bookings and POS, gear, and staff. Stay & Dive packages that bundle accommodation and rental components are handled by the same permissions as everything else.

Paid orders are never edited in place. A change is recorded as a credit note and logged with who made it, so permissions decide who can act and the audit trail records that they did.

AI Follows the Same Roles

The AI Copilot does not get extra powers. Each AI tool declares a minimum role that is checked before it runs, and medium- and high-risk actions need an explicit confirmation. Outside assistants connected over MCP use tokens tied to a staff member and capped at Manager-level permissions.

What Is Not There Yet

RidgeHQ has no dedicated staff availability or time-off calendar yet, so rota planning around leave still happens outside the system.

Key takeaways

• Seven fixed roles, checked on the server for every request.
• Settings, staff records, revenue reports and waiver templates are limited to the roles that need them.
• The AI Copilot and MCP access are bound by the same roles.
• Order changes are recorded as credit notes with an audit trail, not edits.

Learn more

• RidgeHQ for dive resorts
• Staff Coordination
• Scheduling & Dispatch

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Book a demo to see how the seven roles map onto your resort's team.