> ## Documentation Index
> Fetch the complete documentation index at: https://docs.getyardo.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Users & Roles
> This guide explains **how to manage users, roles, and permissions in Yardo**. It is intended for administrators responsible for configuring access across the organization.
Yardo’s access control model is designed to be flexible and scalable, supporting unlimited users, built-in and custom roles, permission overrides, and location-specific access where applicable.
## How User Access Works in Yardo
User access in Yardo is defined by three layers:
1. **Roles** – Define a baseline set of permissions
2. **Permission Overrides** – Grant additional permissions on top of roles
3. **Scope** – Determine whether access applies organization-wide or to specific locations
This layered approach allows organizations to model real operational respo
nsibilities without creating excessive roles.
***
## Standard Roles
Yardo provides a small set of **standard roles** that cover the most common access patterns.
* **Admin** – Full administrative access across the organization
* **Planner** – Manage appointments and scheduling operations
* **Viewer** – Read-only access to schedules, appointments, and operational data
Admin access is **organization-scoped**. Admin users automatically have access to all locations and cannot be restricted to individual facilities.
***
## How to Invite a User
New users are invited by an administrator and receive access via email.
**To invite a user:**
1. Navigate to **Settings → Team**
2. Click **Invite user**
3. Enter the user’s email address
4. Select a role
5. Assign one or more locations (if applicable)
6. Send the invitation
Once the invitation is accepted, the user gains access based on the assigned role and locations.
Yardo supports unlimited users per organization. There are no seat limits.
***
## How Location Assignment Works
For non-admin users, access can be scoped to one or more locations.
* **Planner** and **Viewer** roles can be limited to specific locations
* Users may have access to multiple locations
This allows organizations to restrict operational visibility and actions to only the facilities a user is responsible for.
***
## How to Create and Manage Custom Roles
Custom roles allow administrators to define access that matches their organization’s exact operational needs.
**To create or manage roles:**
1. Navigate to **Settings → Roles**
2. View existing system roles and custom roles
3. Click **Create role** to define a new custom role
4. Provide a name, key, and optional description
5. Select the permissions to include
6. Save the role
The **role key** is used in API calls and integrations. Keys must be unique and use lowercase letters and underscores.
Custom roles can be reused and assigned to users in the same way as standard roles.
***
## How Permission Overrides Work
Permission overrides allow administrators to grant **additional permissions** to a specific user without modifying their assigned role.
Overrides always apply **on top of** the user’s existing role permissions.
**To grant a permission override:**
1. Open the user’s profile
2. Navigate to **Permission Overrides**
3. Select the scope (all assigned locations or a specific location)
4. Search for the permission
5. Click **Grant**
Overrides are explicit and auditable, making them suitable for exceptions or temporary access.
***
## When to Use Roles vs Overrides
* Use **standard roles** for common access patterns
* Use **custom roles** when multiple users require the same non-standard permissions
* Use **permission overrides** for one-off or temporary access needs
This approach keeps access control manageable and avoids role sprawl.
***
## Summary
Yardo’s access control model combines organization-scoped administration, location-based operational roles, custom roles, and permission overrides.
This structure allows organizations to scale user access confidently while maintaining security, clarity, and operational control.