Updated 12/15/2024

User Roles

User roles control what customers can do in your studio system. You can give customers different levels of access by assigning them specific roles.

Understanding User Roles#

What Are User Roles?#

User roles are permission levels that decide:

  • What pages customers can see
  • What actions they can take
  • Which features they can use
  • What information they can access

Why Use Different Roles?#

  • Security - Keep sensitive information safe
  • Organization - Give people appropriate access
  • Efficiency - Let staff help with management
  • Control - Decide who can do what

Types of User Roles#

Role What They Can Do What They Cannot Do When to Use
Customer Book classes online, View their own bookings, See their credits and purchases, Update their profile information, Use coupons and discounts See other customers' information, Cancel other people's bookings, Access admin features, Change prices or products For all regular customers who just book classes
Teacher Everything a customer can do, See class rosters for their classes, Mark attendance for their classes, View student information during classes, Communicate with students See other teachers' classes, Access customer payment information, Change studio settings, Manage other users For instructors who teach classes at your studio
Manager Everything a teacher can do, View all customers and information, Manage customer bookings and credits, Create and edit coupons, Add products to customer accounts, View reports and analytics, Manage class schedules Change billing settings, Add new products to the system, Delete customer accounts, Access financial reports For staff who help run day-to-day operations
Owner Everything (full access), All customer management features, Financial reports and settings, System configuration, Manage other user roles, Access all admin features Nothing - full access For studio owners and trusted senior staff

How to View Customer Roles#

On Customer List#

  1. Go to the Customer List
  2. Look at the roles listed under each customer
  3. Roles show which studio they apply to

On Customer Detail Page#

  1. Open any customer's profile
  2. Look under their name
  3. You'll see all their roles listed
  4. Roles show which studio they apply to

How to Assign Roles to Customers#

Who Can Assign Roles#

  • Owners - Can assign any role to anyone
  • Managers - Usually can assign customer and teacher roles
  • Teachers - Cannot assign roles
  • Customers - Cannot assign roles

Steps to Assign a Role (For Global Admins)#

  1. Go to customer's detail page
  2. Scroll to Linked Studios section
  3. Click Link Studio button
  4. Choose the studio from dropdown
  5. Choose the role from dropdown
  6. Click Assign Role

Steps to Assign a Role (For Studio Managers)#

  1. Contact your system admin or owner
  2. Request the role change
  3. Provide customer name and desired role
  4. Admin will make the change

Managing Multiple Studio Access#

Multi-Studio Customers#

Some customers might:

  • Be a customer at Studio A
  • Be a teacher at Studio B
  • Be a manager at Studio C

How Multi-Studio Roles Work#

  • Each studio connection is separate
  • Customer sees different features depending on which studio they're viewing
  • Roles are specific to each studio location

Linking Customers to Multiple Studios#

  1. Assign role at first studio (as described above)
  2. Repeat process for additional studios
  3. Choose appropriate role for each location
  4. Customer gets access to all linked studios

Removing Role Access#

When to Remove Access#

  • Employee stops working at studio
  • Customer no longer needs elevated access
  • Security concerns
  • Role was assigned by mistake

How to Remove Studio Access#

  1. Go to customer's detail page
  2. Find the Linked Studios section
  3. Find the studio connection to remove
  4. Click the trash/delete icon next to it
  5. Confirm you want to remove access

What Happens When Access is Removed#

  • Customer loses that role immediately
  • They can no longer access features for that role
  • They keep other roles at other studios
  • Basic customer access usually remains

Common Role Assignment Scenarios#

New Teacher Hiring#

  1. Person starts as customer (books classes)
  2. You hire them as instructor
  3. Assign teacher role at your studio
  4. They keep customer role (can still book classes)
  5. They gain teacher features (see rosters, mark attendance)

Promoting Customer to Manager#

  1. Customer shows interest in helping
  2. You decide to give them manager access
  3. Assign manager role at your studio
  4. Train them on new features they can access
  5. Monitor their use of new permissions

Part-Time Employee#

  1. Person works part-time helping with admin
  2. Assign manager role for days they work
  3. They can handle customer service tasks
  4. Remove access when they stop working

Multi-Location Staff#

  1. Teacher works at multiple studio locations
  2. Assign teacher role at Studio A
  3. Assign teacher role at Studio B
  4. They can access both locations' features
  5. Manage schedules across both studios

Role Permissions Reference#

Permission Customer Teacher Manager Owner
Basic Access
Book own classes ✅ ✅ ✅ ✅
View own bookings and credits ✅ ✅ ✅ ✅
Update own profile ✅ ✅ ✅ ✅
Use coupons and discounts ✅ ✅ ✅ ✅
Teaching Features
View class rosters for their classes ❌ ✅ ✅ ✅
Mark attendance for their classes ❌ ✅ ✅ ✅
See student information during classes ❌ ✅ ✅ ✅
Customer Management
View all customers ❌ ❌ ✅ ✅
Manage customer bookings ❌ ❌ ✅ ✅
Create and edit coupons ❌ ❌ ✅ ✅
Add products to customers ❌ ❌ ✅ ✅
View reports and analytics ❌ ❌ ✅ ✅
System Administration
Change system settings ❌ ❌ ❌ ✅
Access financial reports ❌ ❌ ❌ ✅
Manage user roles ❌ ❌ ❌ ✅
System configuration ❌ ❌ ❌ ✅

Best Practices for Role Management#

Give Minimum Necessary Access#

  • Start with lowest role needed
  • Add more access only if required
  • Don't give owner access unless absolutely necessary

Regular Review#

  • Check user roles monthly
  • Remove access for people who no longer need it
  • Update roles when people's jobs change

Train Users on Their Roles#

  • Explain what they can and cannot do
  • Show them new features their role provides
  • Set expectations about appropriate use

Document Role Changes#

  • Keep record of who has what roles
  • Note when and why roles were assigned
  • Track role changes for security purposes

Troubleshooting Role Issues#

Customer Can't Access Feature They Should Have#

  1. Check their role assignment
  2. Verify role is assigned at correct studio
  3. Ask them to log out and log back in
  4. Check if role was recently changed

Customer Has Too Much Access#

  1. Review their roles at all studios
  2. Remove unnecessary role assignments
  3. Change role to more appropriate level
  4. Verify changes took effect

Can't Assign Role#

  1. Check your own role permissions
  2. Verify you're working in correct studio
  3. Make sure customer exists in system
  4. Contact owner if you need help

Role Changes Not Working#

  1. Customer may need to log out and back in
  2. Check if role was saved properly
  3. Verify studio selection was correct
  4. Wait a few minutes for system to update

Security Considerations#

Protect Sensitive Information#

  • Only give access to people who need it
  • Regularly review who has elevated access
  • Remove access promptly when people leave

Monitor Role Usage#

  • Watch for unusual activity
  • Check that people use roles appropriately
  • Address any misuse of permissions

Role Assignment Authority#

  • Only owners should assign other owners
  • Managers can usually assign customer/teacher roles
  • Keep role assignment authority limited

Next Steps#

After managing user roles, you might want to:

Need help determining appropriate roles for your staff? Contact support at support@naayya.com