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Understanding user roles and permissions in my app for client bookings

  • November 6, 2025
  • 2 replies
  • 8 views

Good day everyone. I need some info about “connecting” my clients to my app. In my previous app they were regarded as  “users” with certain roles and role-based permissions. They logged in once with their email address to validate them against entries in the Users table. Each Plan included a certain number of users.

Zapier has users only on the Enterprise plan, am I right? That is way above my budget or needs. I’m currently on the Free plan but will upgrade to Pro sometime this month - just need to familiarize myself with Zapier a bit. I am uncertain about what constitutes a user, and if a person interacting with the app to add, edit or view records is a user or not.

So here is my use case: we provide transport for school children between home and boarding school over weekends. My clients will land on a “main menu” form and must book their children on the app for the coming weekend - select To Home, To School or both. Their selections are written to the Trips table, then other relevant info is added (e.g. their school, closing time, home bus stop and drop-off time), either from lookup tables (school and bus stop info) or calculated (last school pickup time, ETA at bus stop etc.) To do this the client must be logged on and identified so that they can book only their own children and for billing purposes

I watched the “Access and users” video, and the Managed users option is exactly what I used in my previous app. But if it is only available on the Enterprise plan I’m out. 

Regards.

2 replies

AndrewJDavison
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  • Zapier Solution Partner
  • November 6, 2025

There’s no way to build the sort of front-facing app for users like you’ve described here in Zapier.


SamB
Community Manager
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  • Community Manager
  • November 10, 2025

Hi there ​@Hlaubs 👋

Both our Team and Enterprise plan have the ability to have users added as team members on a Zapier account but I don’t think that’s what you’d need here since the clients wouldn’t be part of your company.

Have you already built the app? If not, perhaps you explore using Zapier Interfaces for this? It would let you create forms that your clients can interact with without giving them access to your main Zapier account. You can also manage access for Interfaces so only specific users can view or submit data.

Hope that helps. If you run into any issues or have any further questions at all just let us know! 🙂