Staff and access roles

The Staff area keeps three related concepts together without treating them as the same thing:

• Directory contains the people who work in the studio, including their job title and active status.
• App access contains the staff accounts that can sign in to the dashboard.
• Access roles define what those accounts can see and change.

A staff member can be in the directory without having dashboard access. Grant app access only when their work requires it.

Getting there

• Where: Operations → Staff.
• Legacy links: /instructors and /admins redirect to the matching Staff view.
• Permissions: Directory uses the instructors resource. App access and Access roles use the admins resource. Staff shows only the views your role can open.

Directory

Select Add staff member to add someone to the studio directory. Enter their name, email, optional Job title, and active status.

The directory is used for session assignment, shifts, and availability. Before deleting a staff member, the dashboard lists the schedules and availability records the deletion will affect.

App access

Select Add staff account to invite a team member to the dashboard. Every staff account has an access role. Invited accounts show an Invited status until the person accepts and sets a password. An account with an unverified address can be sent another verification email.

Use the edit action to change account details, access role, or active status. You cannot remove your own account. When deletion is blocked by referenced records, deactivate the account instead so access is revoked without losing history.

Access roles

An access role is a named bundle of access rules assigned to staff accounts. Each role card shows its name, description, assigned account count, and access summary. A system role cannot be deleted, and any role assigned to an account must be reassigned before deletion.

Add a role

1. Select Add access role.
2. Enter a Role name and optional description.
3. Add one or more feature access rules.
4. Select Create role.

For each rule, choose:

• Feature: the dashboard area the rule controls.
• Access: Read to view, Write to view and change, or Full for all actions including deletion.
• Applies to: normally Entire studio. Locations and reports can be limited to selected locations. Sessions and reservations can be limited to selected sessions.

The editor does not show a generic Scope setting because most resources cannot be scoped by the API. It offers a boundary only where the authorization layer actually enforces it. New or changed selected boundaries must include at least one location or session. Untouched legacy grants keep their stored boundary.

See the Permissions model for the exact access semantics and compatibility behavior for older custom roles.