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  1. Club OS Help Center
  2. Club & Location Settings
  3. Permissions

Account Settings: Permissions [Breakdown]

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Club OS now offers its clubs the opportunity to customize their employees’ authority by setting Permissions. Permissions can be applied club-wide, role-wide, or towards individual employees. For first time users, setting Permissions might seem intimidating. As a solution, Club OS has defined and illustrated the effects of both allowing and denying every permission that is currently available at the Account Settings level. Click a link below to access a specific section. (For more on Permission basics, click here.)

Users • Reports • Packages • Email Campaigns • Schedule

Club Services • Workouts • Nutrition • Fitness Profile

Interested in adding a featured permission to your club’s Account Settings? Have a Club Admin contact Club OS’ customer success team to discuss permission expansion opportunities.

 

If you have the ability to manage your own permissions, you will need to select your name at the top right hand corner of the screen and navigate to your Account settings.Screen_Shot_2018-01-22_at_8.45.20_AM.png

Once you are on the Account Settings page you will notice the individual tabs at the top where you can select Permissions.

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To edit the permissions of an employee, you will need to select the employee that you would like to edit. Once there, navigate to the upper right hand corner of the screen and select the User settings gear.

 

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Once you are on the Account Settings page you will notice the individual tabs at the top where you can select Permissions.

 

 

Users

  1. Manage Other User Permissions: Allows/Denies a user’s ability to edit a co-worker’s permissions.
    • If Set to Allow: The Permissions tab will appear within coworkers’ Account Settings.


    • If Set to Deny: The Permissions tab will not appear within coworkers’ Account  Settings.   


   2.  Access All Prospects and Members at Assigned Locations: Allows/Denies a user’s access to the  
        entirety of their location’s Prospects and Members -including those who are currently assigned to other
        staff.

    • If Set to Allow: The entirety of the location’s Prospect and Member profiles will be accessible through User Search. Additionally, all profiles will display contact info.
                                          
    • If Set to Deny: Only the user's assigned Prospect and Member profiles will be accessible through User Search. Additionally, off-limit profiles will no longer publicly display contact info.

                                                 

   3.  Create New Users: Allows/Denies a user’s ability to add users to Club OS. 

    • If Set to Allow: ‘New User’ will appear within the ‘+Add’ drop-down menu.


    • If Set to Deny: ‘New User’ will not appear within the ‘+Add’ drop-down menu.


   4.   Merge Prospects and Members: Allows/Denies a user’s ability to merge Prospect and Member  
         accounts within User Search.

    • If Set to Allow: The ‘merge’ icon will appear at the far-right end of Prospect and Member profiles within User Search Results.

                                                        

    • If Set to Deny: The ‘merge’ icon will not appear at the far-right end of Prospect and Member profiles within User Search Results.

                                                         

  5.   Convert Prospects to Members: Allows/Denies a user’s ability to manually convert Prospects into  
        Member accounts.

    • If Set to Allow: The ‘Convert to Member’ button will appear within the General tab of the Prospect’s Prospecting page.

                                               

    • If Set to Deny: The ‘Convert to Member’ button will not appear within the General tab of the Prospect’s Prospecting page.

                                                
  6.   Convert Inactive Members to Prospects: Allows/Denies a user’s ability to revert Inactive Members  
        back into Prospect accounts.

    • If Set to Allow: The ‘Convert Inactive Member to Prospect’ button will appear within the General tab of the Inactive Member’s Prospecting page.

                                         

    • If Set to Deny: The ‘Convert Inactive Member to Prospect’ button will not appear within the General tab of the Inactive Member’s Prospecting page.

                                                 

  7.   Bulk Transfer Members and Prospects: Allows/Denies a user’s ability to transfer Prospect and  
        Member accounts to co-workers in bulk. 

    • If Set to Allow: ‘Transfer Users’ will appear within the list of Search Actions.

                                                          

    • If Set to Deny: ‘Transfer Users’ will not appear within the list of Search Actions.

                                                         
  8.   Bulk Remove Follow-Ups: Allows/Denies a user’s ability to remove a Prospect or Member’s scheduled  
        Follow-Ups in bulk.

    • If Set to Allow: ‘Remove Follow-Up’ will appear within the list of Search Actions.

                                                            

    • If Set to Deny: ‘Remove Follow-Up’ will not appear within the list of Search Actions.

                                                             
  9.   Bulk Reschedule Follow-Ups: Allows/Denies a user’s ability to reschedule Prospect and Member  
        follow-ups in bulk.

    • If Set to Allow: ‘Reschedule Follow-Up’ will appear within the list of Search Actions.

                                                           

    • If Set to Deny: ‘Reschedule Follow-Up’ will not appear within the list of Search Actions.

                                                           

  10. Assign Clients to Any Trainer: Allows/Denies a user’s ability to assign a Member to a Trainer at any
        club location.

    • If Set to Allow: The Member’s ‘Add a New Trainer’ bar will drop down to offer Trainer profiles from each club location.

                                  

    • If Set to Deny: The Member’s ‘Add a New Trainer’ bar will drop down to offer Trainer profiles from only the user’s club location.

                               



Reports 

A. Report Access

  11. Report Access: Allows/Denies a user’s ability to access reports. 

    • If Set to Allow: ‘Reports’ will appear within the user’s dashboard.

                                       

    • If Set to Deny: ‘Reports’ will not appear within the user’s dashboard.

B. Specific Reports

  12. Access ALL Reports (including any newly added): Allows/Denies a user’s access to the entirety of  
        a club’s reports.

    • If Set to Allow: Every report that a club has requested is eligible to appear within the user’s Club Reports page once it has been independently allowed within their Account Settings’ Permissions tab.

                           

    • If Set to Deny: No reports will appear within the user’s Club Reports page.



 

Packages

A. Package Management
  13. Package Setup Access: Allows/Denies a user’s access to their own Package Setup.

    • If Set to Allow: ‘Package Setup’ will appear within the My Club side menu.

    • If Set to Deny: ‘Package Setup’ will not appear within the My Club side menu.


B. Package Billing
  14. Create Agreements: Allows/Denies a user’s ability to create a Member’s service agreement.

    • If Set to Allow: The ‘Add Service Agreement’ button will appear within the Member’s Club Services page.

                                             

    • If Set to Deny: The ‘Add Service Agreement’ button will not appear within the Member’s Club Services page.

                                                  

  15. Cancel Agreements: Allows/Denies a user’s ability to cancel a Member’s existing service agreement.

    • If Set to Allow: The ‘Cancel’ button will appear within the Member’s existing  service agreement.

                                     

    • If Set to Deny: The ‘Cancel’ button will not appear within the Member’s existing service agreement.

                                           

  16. Freeze/Un-Freeze Agreements: Allows/Denies a user’s ability to freeze/un-freeze a Member’s  
        existing service agreement.

    • If Set to Allow: The ‘Freeze’/’Edit Freeze’ button will appear within the Member’s existing service agreement.

                                                

    • If Set to Deny: Neither the ‘Freeze’ nor the ’Edit Freeze’ button will appear within the Member’s existing service agreement.

                                           

  17. Refund Invoices: Allows/Denies a user’s ability to refund a Member’s paid invoice.

    • If Set to Allow: ‘Refund’ will appear within the Member’s paid invoice.

            

    • If Set to Deny: ‘Refund’ will not appear within the Member’s paid invoice.

            
  18. Comp Invoices: Allows/Denies a user’s ability to comp a Member’s unpaid invoice. 

    • If Set to Deny: The ‘Comp Invoice Amount’ option will appear within the Member’s Pay Invoice page. (Subsequently, a ‘Pay Sales Commission on Comped Invoice Amount’ option will also appear.)

                                                

    • If Set to Allow: The ‘Comp Invoice Amount’ option will not appear within the Member’s Pay Invoice page. (Subsequently, a ‘Pay Sales Commission on Comped Invoice Amount’ option will also not appear.)

                                                   

  19. Write Off Invoices: Allows/Denies a user’s ability to write off a Member’s unpaid invoice.

    • If Set to Allow: The ‘Write Off Invoice Amount’ option will appear within the Member’s Pay Invoice page.

                                                 

    • If Set to Deny: The ‘Write Off Invoice Amount’ option will not appear within the Member’s Pay Invoice page.

                                                 

  20. Extend Member Service Expiration Dates: Allows/Denies a user’s ability to extend the expiration  
        date of a Member’s service unit.

    • If Set to Allow: A service’s Expired Units will link to the Expired Sessions page.

                      

    • If Set to Deny: A service’s Expired Units will not link to the Expired Sessions page.

                                             


  21. Email Agreement to Member: Allows/denies a user’s ability to choose whether or not a PDF copy of           the service agreement is emailed to the purchasing member once it is finalized.

    • If set to allow: The ‘Email Agreement to Member’ option will be featured at the bottom of the ‘Agreement’ section of the package setup page. Staff members selling packages can select or deselect the option as needed. 

 

    • If set to deny: The ‘Email Agreement to Member’ option will not be appear on the ‘Agreement’ section of the package setup page.

 

Email Campaigns

A. Email Campaigns

  22. Email Campaigns Access: Allows/Denies a user’s ability to access their club’s email campaigns and    
        campaign history.

    • If Set to Allow: ‘Marketing’ will appear within the user’s dashboard.


    • If Set to Deny: ‘Marketing’ will not appear within the user’s dashboard.

 23.  Create New Email Campaigns: Allows/Denies a user’s ability to create both Automatic and Blast  
        Campaigns.

    • If Set to Allow: The ‘Add Campaign’ button will appear within both the Automatic and Blast Campaign pages.

                                   

    • If Set to Deny: The ‘Add Campaign’ button will not appear within either the Automatic and Blast Campaign pages.

                                               
 24.  Blast Campaigns Access: Allows/Denies a user’s ability to access a club’s Blast Campaigns. 

    • If Set to Allow: ‘Blast Campaigns’ will appear within the Marketing side menu.


    • If Set to Deny: ‘Blast Campaigns’ will not appear within the Marketing side menu.

 25.  Drip Campaigns Access: Allows/Denies a user’s ability to access a club’s Automatic Campaigns.

    • If Set to Allow: ‘Automatic Campaigns’ will appear within the Marketing side menu.


    • If Set to Deny: ‘Automatic Campaigns’ will not appear within the Marketing side menu.




Schedule

 26.  Schedule Access: Allows/Denies a user’s access to their club’s schedule.

    • If Set to Allow: ‘Calendar’ will appear within the Club OS dashboard.


    • If Set to Deny: ‘Calendar’ will not appear within the Club OS dashboard.

 27.  Create and Modify Availability: Allows/Denies a user’s ability to access their Availability.

    • If Set to Allow: ‘Availability’ will appear within the Calendar side menu.


    • If Set to Deny: Calendar will not produce a side menu. 


 28.  Modify Past Events: Allows/Denies a user’s ability to edit a Prospect or Member’s previous event. If an event is created for a current or future time, staff will be able to edit the event including the 'Remove Event' button

    • If Set to Allow: The user will be able to retroactively edit a past event. A ‘Remove Event’ button will also appear.

                                         

    • If Set to Deny: The user will not be able to retroactively edit a past event. Additionally, no ‘Remove Event’ button will appear.

                                 

 29.  Modify Visit Type of Events: This Allows/Denies a user’s ability to retroactively edit a Prospect’s  
        Appointment event type.

    • If Set to Allow: A drop-down menu will appear within the Prospect’s profile in the Edit Event window.

                                               

    • If Set to Deny: A drop-down menu will not appear within the Prospect’s profile in the Edit Event window.

                                                          



Club Services

 30.  Club Services Access: Allows/Denies a user’s ability to access a Member’s Club Services.

    • If Set to Allow: ‘Club Services’ will appear within the Member’s Club Info side menu.


    • If Set to Deny: ‘Club Services’ will not appear within the Member’s Club Info side menu.



Workouts

 31.  Workouts Access: Allows/Denies a user’s ability to access their own Workouts.

    • If Set to Allow: ‘Workouts’ will appear within the Fitness side menu.


    • If Set to Deny: ‘Workouts’ will not appear within the Fitness side menu.


 32.  Create, Generate and Modify Workouts: Allows/Denies a user’s ability to create or edit any    
        workouts. 

    • If Set to Allow: The ‘Generate a Workout’ tab will appear on the Workouts page. Additionally, a ‘Create New Workout’ button and an existing workout’s option to ‘Edit’ will both appear within the Manage Workouts page.

 

    • If Set to Deny: The ‘Generate a Workout’ tab will not appear on the Workouts page. Furthermore, neither the ‘Create New Workout’ button nor an existing workout’s option to ‘Edit’ will appear within the Manage Workouts page.

 


 33.  Create and Modify Exercises: Allows/Denies a user’s ability to create or edit any exercises. 

    • If Set to Allow: An ‘Add a New Exercise’ button will appear within the Workouts page’s Exercise Library.

                                                     

    • If Set to Deny: An ‘Add a New Exercise’ button will not appear within the Workouts page’s Exercise Library.

                                                



Nutrition

 34.  Nutrition Access: Allows/Denies a user’s ability to access their own Nutrition. 

    • If Set to Allow: ‘Nutrition’ will appear within the Fitness side menu.

    • If Set to Deny: ‘Nutrition’ will not appear within the Fitness side menu.



Fitness Profile

 35.  Fitness Profile Access: Allows/Denies a user’s ability to access their own Fitness Profile.

    • If Set to Allow: ‘Fitness Profile’ will appear within the Fitness side menu.


    • If Set to Deny: ‘Fitness Profile’ will not appear within the Fitness side menu.





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