Team & access
Users & roles
Users & Roles lets you control who has access to your club's admin dashboard and what they can do. Omoplata uses a role-based permission system -- you define roles, assign permissions to those roles, and then assign roles to your staff members. This way, your front desk receptionist sees different options than your head trainer or accountant.
Navigate to Settings > Roles to manage roles and their permissions.
How roles work
Every user in Omoplata can have one or more roles. Each role comes with a set of permissions that control access to specific features. When a user logs in, the system checks their role's permissions to determine what they can see and do.
System roles
Omoplata comes with several pre-defined system roles. These default roles cover the most common staff configurations and cannot be edited or deleted:
| Role | Description |
|---|---|
| Admin | Full access to all features, settings, and data. |
| Trainer | Access to class management, attendance, and member information relevant to teaching. |
| Front desk | Access to member check-in, lead management, and basic member information. |
System roles are marked with a "Default" badge on the roles page.
Custom roles
You can create custom roles to match your club's specific needs. For example:
| Role | Description |
|---|---|
| Accountant | Access only to billing, transactions, and financial reports. |
| Assistant trainer | Like the trainer role but without the ability to modify class schedules. |
| Social media manager | Access to member data for creating content, but no billing access. |
Viewing roles
The roles page shows each role as a card displaying:
| Label | Description |
|---|---|
| Role name | The role's name, with underscores replaced by spaces and title-cased. |
| Default badge | System roles show a "Default" tag. |
| Permission count | How many permissions are assigned to the role. |
| Permission tags | Up to eight permissions are shown as tags, with a "+N" indicator if there are more. |
Creating a role
Click the Create role button to define a new role:
- Role name -- Give the role a descriptive name (e.g., "Assistant Trainer" or "Finance Manager").
- Permissions -- Select which permissions this role should have from the available list.
- Save -- The role is immediately available for assignment to users.
Editing a role
Click the Edit button on any custom role card to open the role editor drawer. Here you can:
- Rename the role
- Add or remove permissions
- Review the full permission list
Changes take effect immediately for all users who have this role.
System roles
System roles (Admin, Trainer, etc.) cannot be edited. If you need a variation of a system role, create a custom role and assign the specific permissions you need.
Available permissions
Permissions are organized by feature area. Each permission controls access to a specific capability:
Member management
| Permission | Description |
|---|---|
| See members | View the members list and member profiles. |
| Manage members | Create, edit, and manage member accounts. |
| Import members | Bulk import members from spreadsheets. |
| Impersonate members | Log in as a member to troubleshoot their experience. |
Financial
| Permission | Description |
|---|---|
| See transactions | View transaction history and financial data. |
| Manage transactions | Create and manage transactions, refunds, and adjustments. |
| See invoices | View generated invoices. |
| Manage invoices | Create and manage invoices. |
| See SEPA | View SEPA direct debit files and status. |
| Manage SEPA | Create and process SEPA files. |
Classes and attendance
| Permission | Description |
|---|---|
| See classes | View the class timetable and schedules. |
| Manage classes | Create, edit, and delete classes and time slots. |
| See attendance | View attendance records. |
| Manage attendance | Record and modify attendance. |
Leads
| Permission | Description |
|---|---|
| See leads | View the leads pipeline. |
| Manage leads | Create, edit, and convert leads to members. |
Settings
| Permission | Description |
|---|---|
| See settings | View club settings. |
| Manage settings | Modify club settings. |
Other areas
Additional permissions cover features like messaging, analytics, graduations, dunning, and the check-in station.
Assigning roles to users
Roles are assigned to users from their user profile or during user creation. A user can have multiple roles -- the permissions are combined. For example, a user with both "Trainer" and "Accountant" roles has access to everything both roles allow.