Invite your team

Now you bring your team into the system: trainers, front desk staff, whoever works with Omoplata. Roles are how you control who can do what.

Roles and permissions

Two terms that belong together:

• A permission is a single thing someone is allowed to do -- "manage members" or "see payments", for example.
• A role bundles several permissions under one name. You give a person a role, and it brings its permissions with it.

That way you define access once per role instead of person by person.

The trainer role is already there

Omoplata ships with the Trainer role preconfigured -- you do not have to create it. Admin, Member and Responsible are among the ones that come with it too.

Creating more roles

If you need more finely graded access, you create your own roles -- for example:

• Staff -- may maintain members, but not see billing
• Sales -- works with leads and trial classes
• any other role that fits how your club is organised

Here is how:

1. Go to Settings > Roles.
2. Click Create role in the top right.
3. Give the role a meaningful name.
4. Pick the permissions. They are sorted into groups so you can enable related rights together.
5. Save.

You can adjust the permissions of your own roles at any time via Edit.

Inviting team members

1. Go to Settings > Users. This list holds your team's accounts -- not your members.
2. Click the button in the top right to create a new user.
3. Enter the first name and last name.
4. Enter the email address. That is what the person logs in with, and where the confirmation email goes.
5. Pick the role -- trainer, for example.
6. Optional: set a password. If you leave the field empty, Omoplata generates a secure one and shows it to you after saving.
7. Save.

The person gets an email to confirm their address and log in.

Restricting access to venues

If your club trains at several venues, you can define in the user form which venues someone is responsible for. Leave the selection empty and the person has access to all of them.

Assigning trainers to classes

As soon as someone has an account with the trainer role, they can be picked as the default trainer in the class form. If you created your classes before you had any trainers, catch up now:

1. Go to Classes.
2. Open each class and pick the default trainer in the Trainer section.
3. Save.

If someone covers a single session, you override the trainer on that session directly in the schedule -- every other session keeps the default trainer.

Maintaining your team

From the user list you change a name, role or venue assignment (pencil icon) and remove accounts you no longer need (bin). You cannot delete your own account there. Keep the list current as staff join and leave.

All the details about users and roles: Users & roles.

Next step

Next up: Set up the member app.