Users & Permissions

Users & Permissions

The Users & Permissions tab in Admin Settings is where you invite team members, control what each person can see and do, and choose which horses each person can access. Only admins can open this page.

Open it from Admin Settings → Users & Permissions (/admin/users-permissions).

The user list

Users are grouped by status into three tabs, each showing a count:

• Active — users who have accepted their invite and can log in.
• Invited — users who have been invited but have not yet set up their account.
• Archived — users who have been removed from active use.

Use the search box to filter the current tab by name. Each row shows the user's Name, whether they are an Admin (a green check), the Horses they can access, and their Status. Click a user's name to open and edit them.

Roles: Admin vs. User

BarnManager uses two roles:

Role	What it means
Admin	Full access to every feature, including the Admin Settings area. On the Pro plan, admins also get full access to the Billing/Invoicing portal.
User	A standard member whose access is defined by the per-module permissions you assign (below) and the horses you give them.

You set the role when inviting or editing a user with the Admin Access checkbox. Checking it grants the Admin role and full access to everything; leaving it unchecked makes the person a standard User with the permissions you choose.

The permission model

A standard user's access is set per module. For each module you choose one access level:

• Full Access — can view and make changes.
• Read Only — can view but not change.
• No Access — cannot see the module.

Internally each choice is stored as a key like records:full, horses:read, or contacts:none. Full Access also grants read, so a user with Full Access can always view as well as edit.

Modules you can set permissions for

Module (label in the form)	What it controls
Horses	Horse profiles. Offers Full Access or Read Only only (no "No Access" option).
Posts	Team posts / conversations.
Tasks	Task lists.
Contacts	Contacts.
Feed	Feed, supplement, and medication management.
Records	Horse records.
Calendar - Non Lesson Events	Calendar events that are not lessons.
Calendar - Lessons Only	Lesson events on the calendar.
Vendors	Vendor management.
Reports	Reports. Offers Full Access or No Access only (no "Read Only" option).

Note: The labels "Posts" and "Tasks" appear in the form; behind the scenes these correspond to the conversations and lists modules.

Linked permissions

Some permissions are automatically kept in sync so that related areas stay consistent:

• Contacts and Vendors always share the same access level. Changing one changes the other.
• Setting Records or Calendar - Non Lesson Events to Full Access automatically raises Contacts and Vendors to Full Access.

Horse access

Separately from module permissions, you choose which horses a user can work with:

• All Horses — check this box to give the user access to every horse in the barn.
• Specific horses — leave All Horses unchecked and pick horses from the list. Use Advanced Select to choose horses by category.

In the user list, horse access shows as an "All Horses Access" chip, the names of the assigned horses (with a "+N more" chip when there are many), or "No horses."

Invite a new user

1. On the Users & Permissions page, click Invite New User.
2. Fill in First Name, Last Name, and Login Email (all required).
3. Under Permissions, either check Admin Access for a full admin, or leave it unchecked and set each module's access level in the permissions panel on the right.
4. Under Horses Assigned To This User, check All Horses or select specific horses.
5. Click Invite.

The new user appears under the Invited tab until they accept. If the email is already registered you'll be told the username is already in use — reach out via the messenger widget in the lower-right corner of any page if you need help.

Edit a user

1. Click the user's name in the list.
2. Update their name, email, permissions, or horse access.
3. To change their password, check Update Password, enter and confirm a new password (it must be strong: 8+ characters with upper- and lower-case letters, a number, and a special character), then save.
4. Click Update to save your changes.

Resend an invite

When editing a user who is still in the Invited state, a Resend Invite button appears. Click it to send the invitation email again.

Archive and restore users

BarnManager does not permanently delete users; it archives them.

• Archive — when editing a user, click Archive User and confirm. They move to the Archived tab and can no longer log in.
• Unarchive — open an archived user and click Unarchive User to restore them.