Understanding Staff Roles & Permissions

Overview

Staff roles in Xoda determine what each user can see and do within the system. Assigning the correct role ensures smooth operations while protecting sensitive information such as financial data.

Why Roles & Permissions Matter

• Control access to features and data.
• Improve operational efficiency.
• Reduce errors and unauthorized actions.
• Protect sensitive business information.

Staff Roles

Gym Admin (Owner) The Gym Admin is the primary account holder or business owner. This role is automatically assigned to the person who registers the business in Xoda. Access includes: Full system access with no restrictions. Billing, payments, and financial reports. Staff, services, and memberships management. System settings and configurations. 💡 Best for business owners or administrators who require full control.

Gym Manager The Gym Manager role is created by the Gym Admin and supports day-to-day operations. Access includes: Managing bookings, staff, and services. Viewing reports and operational data. Coordinating daily activities. ⚠️ Note: Access to financial data may be restricted if the Restrict Revenue Visibility setting is enabled.

Staff (Office Staff) The Staff role is typically assigned to permanent team members handling operational tasks. Staff can: Create and manage leads. Assign leads and convert them into members. View and manage sessions (Group Classes, PT, and others). Add and edit sessions. View and update membership plans. View packs. Access the POS screen (without financial details). Add or update members’ payment methods. ⚠️ Important: Staff assigned the Office Staff role can no longer be assigned to teach or run classes and sessions. This role is intended for administrative personnel only, such as receptionists, bookkeepers, customer support staff, or offshore virtual assistants. If a staff member needs to teach classes, conduct Personal Training sessions, or appear on the schedule as an instructor, they must be assigned a Trainer role or a Gym Manager role instead. To avoid scheduling issues, ensure all coaching and instructional staff are assigned the appropriate role before creating or managing sessions.

Trainer Roles Trainer roles are assigned based on employment type. Permanent Trainer Full-time trainers with broad access similar to Staff. Permanent Trainers can: Manage leads and member conversions. View and manage sessions. Add and edit sessions. Manage plans and products. Access the POS screen . Update member payment methods. Casual Trainer Part-time trainers with limited lead access. Casual Trainers can: Create new leads and assign them. Edit only leads assigned to them. Convert leads into members. View and manage sessions. Add and edit sessions. Manage plans and products. Access the POS screen (without financial details). ⚠️ Note: Once a lead is assigned to another user, they can no longer edit it. Contractor Trainer External trainers with similar access to Casual Trainers. Contractor Trainers can: Create and assign leads. Edit leads assigned to them. Convert leads into members. View and manage sessions. Add and edit sessions. Manage plans and products. View packs. ⚠️ Note: Editing access is limited to leads assigned to them.

📓   Permissions & Access Rules

---

Staff List & Payroll Access

Only Gym Admin and Gym Manager roles can:

	View the Staff List.
	Access Payroll features.

---

Email Notifications

Only Gym Admin and Gym Manager receive system alerts, including:

	Member dropout alerts.
	New member sign-ups.
	Failed payment notifications.

To stop receiving these, downgrade the user’s role to Staff or below.

---

Revenue Visibility

	Admins have full financial access.
	Managers may have restricted access depending on system settings.

🌿  BEST PRACTICES

---

	Assign the lowest level of access needed.
	Limit Admin/Manager roles to trusted users.
	Regularly review permissions as roles change.