User Roles & Permissions

Every app user has a role that controls what they can see and do inside the app.

Built-in roles

• admin — Full access: app settings, all modules, user management. Admins have no Permissions button because they can do everything.
• manager and editor — Run the business: all classes, all participants, income and expenses.
• trainer — All classes and attendance.
• user — Regular member. Uses the app, manages their own profile, bookings and subscriptions. Never sees the Manage view.

Assigning a role

1. Go to App Settings → Users.
2. Click a user to open their profile.
3. Change the Role dropdown and save.

Making your own role

1. Go to Users → Roles and create a role (for example Front desk or Accountant).
2. Click the Permissions button of the role. One window shows everything the role can be given.
3. Pick a Pre-set permissions template such as Coach, Trainer, Manager, Front desk, Accountant, Sales, Support, HR, Marketing, Greenhouse worker, Team member, Viewer (read only) or No access. Only what the template gives is ticked. You can then tick or untick anything.
4. Tick the staff screens (My Classes, Sessions, Quick Finance, Dashboard, Messages) and the modules the role may open. Tick a module to open its own list of permissions, for example Finance has Income, Expenses, Payments, Invoices, Reports and Settings.
5. Use the Read only switch of a module so the role can look but cannot add, change or delete.

Every tick saves at once, with no Save button. A module you tick for a role opens in the Manage view for that person.

Roles and the check-in kiosk

Admins, managers and trainers can always run the tablet check-in kiosk. To let another role run it, tick the role in Booking → Settings → Tablet Check-in Kiosk → Roles that can run the kiosk.

Employees with a login

When you add or edit an employee you can give the employee a login: choose a role and send an email to set the password, or type a password. The role is the same one Users shows. When the employee is made inactive the login is switched off, and it comes back when the employee is active again.