Club OS provides User Roles that can be assigned to different employees at your club or studio. Each Role has access to different features and tools. When you add new users to Club OS, be sure to assign them the appropriate User Role for your needs. You can also change an existing user's role if necessary, and learn more about managing users here.

This article describes the default functionality for each User Role. User Roles can be customized for your club or studio and apply on a Club-wide basis. Depending on the permissions set up at your club, feature access and restrictions may vary. If you have questions or would like to modify the settings for one or more roles, please contact our support team.

Quick Links:

Club Admin • Restricted Club Admin • Location Manager • Sales Person • Front Desk • Trainer
Change a User's Role

Club Admin

Unrestricted Club Administrators have full access to Club OS. Club Admins can view and edit all Members, Prospects, and Employee types.

Club Admins have access to all areas of Marketing, Follow-Ups, Club Settings, Calendars, and more.

User Search actions for Club Admin:

• Download Contact Info
• Copy Data to Group
• Send Workout to Group
• Transfer users
• Reschedule Follow-up
• Send New Account Email
• Send Email Campaign

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Club Admin (R)estricted

Restricted Club Administrators have similar access to Unrestricted Club Admins, with a few differences:

• Under Calendar, Restricted Admins can see their assigned location(s) only, not all locations
• No access to "My Club > Notifications"
• Cannot edit Follow-Up Scripts (My Club > Follow-Ups)
  • Can view Follow-Up Scripts for assigned location(s) only
• Cannot access My Club > General
• Can edit settings regarding their assigned Location(s) only (My Club > Locations)
• Cannot view System Emails (Marketing)

User Search actions for Club Admin (R):

• Download Contact Info
• Copy Data to Group
• Send Workout to Group
• Reschedule Follow-up
• Send Email Campaign

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Location Manager 

• User Search: Can search all users, all roles
  • Cannot view details of other Location Managers or Club Admins.
  • Can view and edit all Trainers, Front Desk Employees, Leads, and Members.
• Cannot view or edit Club Emails (Marketing)
• Can access and run Reports, view and edit Past Events and Event Types. 

User Search actions for Location Manager:

• Download Contact Info
• Copy Data to Group
• Send Workout to Group

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Salesperson 

• User Search: Can search all users, all roles
  • Cannot view details of other staff roles (Admins, Trainers, Salespeople, Front Desk), or Prospects and Members that are not assigned to them for follow-up
  • Can view and edit only Prospects and Members that are specifically assigned to them

User Search actions for Salesperson:

• Download Contact Info
• Copy Data to Group
• Send Workout to Group

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Front Desk 

• User Search: Can search all users, all roles
  • Cannot view details of other staff roles (Admins, Trainers, Salespeople, Front Desk)
  • Can view and edit all Prospects and Members
• Can add new prospects via the "Add Lead" button at the top of every page
• Cannot be listed as a "Toured By" option on the Digital Guest Waiver

User Search actions for Front Desk:

• Download Contact Info
• Copy Data to Group
• Send Workout to Group

This is the only User Role below Location Manager that can view accounts and details of all Members and Prospects. This allows your Front Desk employees to add notes and update information for all members and guests as needed.

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Trainer 

• User Search: Can search all users, all roles
  • Cannot view details of other staff roles (Admins, Trainers, Salespeople, Front Desk), or Prospects and Members that are not assigned to them for follow-up
  • Can view and edit only Prospects and Members that are specifically assigned to them
• Cannot be listed as a "Toured By" option on the Digital Guest Waiver

User Search actions for Trainer:

• Download Contact Info
• Copy Data to Group
• Send Workout to Group

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All User Roles can access their own Dashboard, Calendar, KPIs, Follow-Ups (if assigned), Recent Activity, their own User Profile and settings.

Changing a User's Role

If your permissions allow, you can edit Roles for other users by following these steps:

1. Locate the user with User Search and click their name to enter their profile.
2. Click the gear icon on the upper right to access User Settings.
3. On the General tab of the user's Account Settings page, you will find a drop-down menu with a list of roles. Select the new role and "Save Role".

If you need more help or want to modify your settings, please contact our support team.