Invite your team

You are almost ready to go live. The last step before launch is bringing your team on board: creating accounts for your trainers and staff and giving them the right access through roles. This guide walks you through both.

Understanding roles and permissions

In Omoplata, access is controlled through two concepts:

• A permission is a single grant -- such as "manage members" or "see payments".
• A role bundles several permissions under one name. Instead of assigning individual permissions to each person, you give them a role, and the role brings its permissions with it.

This means you define access once per role and then assign it to each team member through the role. Omoplata ships with a few default roles -- including Admin for full administrative access, plus roles for members and guardians. For your trainers you will typically create a dedicated role or use a suitable existing one.

Step 1: Review and create roles

Start at Settings > Roles. Here you see every existing role with a summary of its permissions.

1. Look through the existing roles. Default roles are marked with a Default role label.
2. Check whether an existing role already fits your trainers or staff.
3. If you need a tailored role, click Create role in the top right.
4. Give the role a meaningful name (for example "Trainer" or "Front desk").
5. Select the permissions the role should have. Permissions are organized into groups, so you can enable related grants together.
6. Save the role.

You can adjust a role's permissions at any time: click Edit on the role, change the permissions, and save.

Step 2: Invite team members

Switch to Settings > Users. This list contains your staff and trainer accounts -- not your members or guardians.

1. Click the button in the top right to create a new user.
2. Enter the first name and last name.
3. Fill in the person's email address. They sign in with it, and the confirmation email is sent there.
4. Choose the role you want to give this person -- for example the Trainer or Admin role from the previous step.
5. Optionally set a password. If you leave the field empty, Omoplata generates a secure password automatically and shows it to you after saving.
6. Save to create the account.

If you do not mark the account as verified, the person automatically receives an email to confirm their address.

Step 3: Restrict access to venues (optional)

If your club trains at multiple venues, the user form also lets you assign the person to specific venues.

1. In the user form, select the venues the team member is responsible for.
2. If you leave the selection empty, the person has access to all venues.

This lets you assign a trainer to only the location where they actually teach, for example. In the user list you can see at a glance which venues each person is assigned to.

Step 4: Manage existing team members

The user list keeps your team's accounts under control at any time.

1. Click the pencil icon on a user to change their name, role, or venue assignment.
2. Use the trash icon to remove an account you no longer need. You cannot delete your own account here.

Keep this list current as staff join or leave the club, so that only active team members retain access.

You are ready to go live

That was the last setup step. With your club configured, disciplines and venues created, plans and classes set up, and your team invited, your club is ready to go live. Next you can:

• Register your first member -- bring your first members into the system directly.
• Configure payment methods -- enable payment collection.
• Configure notifications -- control the automated emails sent to your members.