Invite staff and assign roles
Give every staff member their own account and the least access their job requires.
Available now
This workflow is available in the live web product. Follow the documented data controls and keep appropriate operational backups.
Before you start
- Owner access.
- The exact email address the staff member will use to sign in.
Choose the least-privileged role
Owner has full access, including billing and staff management. Manager handles operations and plans without owner-only controls.
Instructor focuses on members, classes, attendance, and ranks. Front desk handles daily member, lead, check-in, and retail workflows.
Create and deliver the invitation
Enter the exact email, select a role, and choose Create invite. The link expires after seven days and can be accepted only by an account using that address.
When invitation email is configured, the app sends it automatically. Copy the backup link before leaving the page if email is unavailable or delayed; the raw link cannot be retrieved later.
Have the staff member accept
The recipient opens the link, signs in or creates an account with the invited email, and accepts access.
After acceptance, their dashboard navigation is filtered for their role and the server independently enforces the same permissions.
Review and revoke access
Use Team to change another staff member’s role or remove access. Use Outstanding invitations to revoke links that are no longer needed.
The application protects the current user from self-removal and prevents removing the last owner.
Troubleshooting
If something looks wrong
The invite says the email does not match.
Sign out and use an account with the exact invited address, or revoke the invitation and create one for the intended address.
Why can’t a manager open Staff access?
Staff invitations and role changes are owner-only. This keeps privilege escalation under an owner’s control.
Keep going
Reviewed July 27, 2026.