Staff Management

Manage your studio's staff members, from inviting new instructors to controlling access permissions. Learn how to set up staff accounts, assign roles, and maintain security across your organization.

Inviting Staff

1
Navigate to Staff page
Go to Settings > Staff or Dashboard > Staff to view your current staff members and access the invite function.
2
Click Invite Staff
Click the 'Invite Staff' or 'Add Staff Member' button to open the invitation form.
3
Enter email address
Enter the email address of the person you want to invite. This will be their username for logging into the system.
4
Select initial role
Choose whether they should be added as an Owner (full access) or Staff/Instructor (limited access). You can change this role later if needed.
5
Send invitation
Click 'Send Invite' to email the invitation. The recipient will receive an email with a secure signup link and instructions.
6
Track invitation status
Pending invitations appear in the staff list with a 'Pending' status. Once the recipient creates their account, the status updates to 'Active'.

Staff Roles

1
Owner role
Owners have full access to all features, including billing, staff management, settings, and reports. They can invite and remove staff, connect payment processors, and manage all studio data.
2
Staff/Instructor role
Staff and Instructors have limited access focused on day-to-day operations. They can manage students, track attendance, view schedules, and communicate with members.
3
What staff can do
Staff members can: add and edit students, check in attendees, view and create class schedules, send messages to members, and manage curriculum assignments.
4
What staff cannot do
Staff cannot: access billing and financial data, invite or remove other staff, change studio settings, connect payment integrations, or export sensitive data.
5
Custom permissions
If you need more granular control, you can customize permissions for individual staff members by editing their profile and adjusting specific feature access.

Editing Staff Info

1
Go to Staff list
Navigate to Settings > Staff or Dashboard > Staff to see all staff members.
2
Click on staff member
Click on the staff member you want to edit to open their detail page.
3
Update information
You can update their name, email address, phone number, and other profile information. Changes are saved immediately.
4
Change role
To change a staff member's role, select the new role from the dropdown. Only owners can change roles. Be careful when changing owner permissions.
5
Adjust permissions
If your system supports custom permissions, you can enable or disable specific features for this staff member, such as messaging, reporting, or schedule management.

Removing Access

1
Deactivate staff member
When a staff member leaves or no longer needs access, go to their detail page and click 'Deactivate' or 'Remove Access'.
2
Immediate effect
The staff member loses access immediately. They will no longer be able to log in to the system or view any studio data.
3
Data preservation
Deactivating a staff member does not delete their historical data. Any students they added, classes they taught, or changes they made remain in the system.
4
Reactivation
If you need to restore access, you can reactivate the staff member from their profile page. They will regain access with the same role and permissions they had before.
5
Permanent removal
If you need to permanently delete a staff member's account (not just deactivate), contact support. This action cannot be undone and may affect reporting.

Password Reset

1
Self-service reset
Staff members can reset their own password from the login page by clicking 'Forgot Password' and following the email instructions.
2
Reset link via email
The system sends a secure, time-limited password reset link to the staff member's email address. They click the link to set a new password.
3
Owner-initiated reset
Owners can send a password reset link to any staff member from their edit page. Click 'Send Reset Link' to email them a secure link to set a new password.
4
Security requirements
New passwords must meet security requirements (minimum length, complexity). This ensures all accounts remain secure.
5
Multiple failed attempts
After multiple failed login attempts, accounts are temporarily locked for security. The staff member must wait or reset their password to regain access.

MFA Management

1
View MFA status
Staff members with two-factor authentication enabled will show a shield icon next to their name in the staff list.
2
Send MFA reset email
If a staff member loses access to their authenticator app, click 'Send MFA Reset Email' on their profile. They'll receive a secure link to remove MFA from their account.
3
Reset link expiry
MFA reset links expire after 24 hours for security. If the link expires, you can send a new one from the same page.
4
After reset
Once MFA is reset, the staff member can log in with just their password. They can re-enable MFA from their Settings page when ready.

Only owners can invite new staff members and change roles. Staff members can edit their own profile information and password, but cannot modify their role or access permissions. This ensures proper security and accountability.

Best Practice

Review your staff list regularly to ensure former employees or instructors no longer have access. Deactivate accounts promptly when someone leaves to maintain security.