Set up and maintain team permissions
Configure secure role defaults, class access scopes, and individual exceptions for your studio team.
Before you start
- Studio Owner access, or explicit permission to manage team permissions
- Team members have already been invited and assigned a role
- 1
Start with the built-in roles
Open Team → Roles & Permissions. Studio Owner always has full access and cannot be reduced. Admin is intended for broad daily operations; Instructor starts with assigned classes, participants, check-in, and waitlist access; Front Desk starts with bookings, clients, check-in, waitlists, payment viewing, and product viewing. Treat these as secure starting points rather than granting every permission.
- 2
Configure role defaults
Under Role defaults, select Admin, Instructor, or Front Desk. Enable View when the role should see an area and Manage only when it should create, edit, or delete there. Sensitive actions such as refunds, analytics exports, studio settings, team management, and permission management have separate switches. Save before selecting another role.
- 3
Choose own classes or all classes
Classes have separate scope controls for viewing and editing. If All classes is off, a person can only access classes where their instructor profile is assigned. You can allow all classes to be viewed while allowing only assigned classes to be edited. The underlying View or Manage permission must also be enabled; assigning instructors to their classes is therefore essential.
- 4
Use individual permissions only for exceptions
Open Individual permissions and select a team member. A switch marked From role inherits the role default. Change it only when that person needs a specific allow or deny. Use the reset arrow to remove the exception and return to the role default. Individual settings take precedence over role settings, including when a person has multiple roles.
- 5
Protect sensitive permissions
Grant Refund payments, Manage studio, Manage team, and Manage permissions only to people who genuinely need them. Permission managers cannot grant rights they do not have, cannot change the Studio Owner, and cannot use profile editing to promote themselves. Private client notes remain limited to their author, assigned instructor, and Studio Owner; clients only see notes marked as shared.
- 6
Save and confirm the change
After saving, open StudioPlan as the affected member and verify their navigation and one permitted action. Open clients refresh immediately in the same browser, across tabs, when the app regains focus, or within about 15 seconds on another active device. A page left open briefly may still be visible, but unauthorized API or database actions are blocked immediately.
- 7
Review access regularly
Review permissions whenever responsibilities change and at least quarterly. Prefer changing a role default when everyone in that role needs the change; use an individual override for a single person. Remove obsolete overrides, deactivate leavers promptly, and re-check access after changing class assignments or combining multiple roles.
Tips
- Use least privilege: start with the role default and add only what the person needs for their work.
- View payment access does not permit payment changes or refunds; those actions are controlled separately.
- A member with multiple roles receives the combined allowed role permissions, then their individual allow/deny overrides are applied.
- If someone unexpectedly cannot access a class, first check that they are assigned as its instructor and then check the Own classes / All classes scope.