Managing Ageless AI Staff Permissions

Ageless uses a role-based permission system that controls what each team member can see and do inside the platform. When you add a staff member to Ageless, you assign them one of three roles — Administrator, Manager, or Staff — and their access is set automatically from there.

Individual permissions can also be adjusted on a per-user basis if you need to give someone more or less access than their role provides by default.

What Admins and Managers see that Staff don't: Ageless Marketing, Ageless Integrations, the Catalog, and the Home page (reports and analytics). Staff members are taken directly to Ageless Contacts when they log in and don't have access to those areas by default.

The table below shows which permissions are on by default for each role.

Manage Ageless Contacts

Allows the user to view and manage Ageless Contacts — including viewing lead details, scores, treatment interests, and contact records.

Ageless Messaging

Allows the user to view and send messages through the Ageless communications home. Required for any staff member who will be doing patient follow-up.

Assign Contact Owner

Allows the user to assign an owner to a contact record. Useful for practices that route leads to specific staff members.

Assigned Contacts Only

When enabled, restricts the user to viewing only the contacts they've been assigned — in both Ageless Contacts and Ageless Communications. Useful for practices where staff should only see their own patients. This is off by default and must be enabled manually per user.

View Ageless Reporting

Controls whether the user can view the Ageless Home page, including reports, analytics, AI insights, and campaign performance data.

Receive Ageless Notifications

Controls whether the user receives email and text notifications when new Ageless patients complete the experience or submit a booking request.

Manage Billing and Account

Allows the user to view and manage Ageless billing and plan settings. Restricted to Administrators only by default.

Can I give a Staff member access to reporting?

Yes. Permissions can be adjusted on a per-user basis. You can enable View Ageless Reporting for a specific Staff member without changing their role. Go to their user profile in settings to make individual adjustments.

What's the difference between Assign Contact Owner and Assigned Contacts Only?

These are two separate settings. Assign Contact Owner gives a user the ability to assign contacts to specific staff members. Assigned Contacts Only is a restriction — when turned on, it limits that user to seeing only the contacts assigned to them. One is about managing assignments, the other is about limiting visibility.

Who should receive Ageless Notifications?

Whoever is responsible for responding to new leads and booking requests. This is typically a front desk manager or patient coordinator. Enabling it for the whole team can create noise — it's usually best kept to a few people per location.

Can a Manager create other Managers or Staff?

Managers can access most platform features, but only Administrators can create other Administrator-level users. Check with your platform settings for exact user management controls.

Need help? Email support@ageless.ai