Inviting Staff
Add your instructors, admins, and team members to help manage your club.
You don't have to manage everything yourself. Invite instructors and staff to help with attendance, member management, and more.Note: These roles are for internal management access only. For adding regular club members or athletes, see theAdding Members guide.
Understanding Roles
Owner
Full access including billing, staff management, and club settings. There can only be one Owner.
Manager
Operational control: can manage members, plans, and events. Access to club settings but no access to billing.
Coach
Dojo access: can view member profiles, record attendance, and award grades. No access to settings or financial data.
Transactional
Front desk/Kiosk: can check in members and process sales. No access to member profiles or club administration.
How to Invite Someone
Add as a Member
Go to Members → Add Member. Enter their details and email address. Staff must be added to your member list before they can be assigned a role.
Open their Profile
Find the person in your member list and click their name to open their profile.
Edit Roles
Click Edit Profile. Look for the Role dropdown in the account settings section.
Assign and Save
Select their new role (e.g., Coach or Manager) and click Save. Their permissions will be updated immediately.
Invite to Platform
Once saved, click the Enable Portal Access button (or "Invite" if they haven't joined yet) to send them a login link.
Who to Invite First
Suggested order for inviting your team:
- Co-owner or primary backup (Manager role) - Someone who can manage everything if you're unavailable.
- Lead instructor (Coach role) - They can take attendance and manage member gradings.
- Additional instructors (Coach role) - Each instructor teaching classes.
- Front desk staff (Transactional role) - Use dedicated kiosk accounts for front desk check-ins and sales.
What Happens Next
They Receive an Email
The invitation email contains a link to accept and create their account. The link expires after 7 days.
They Create a Password
After clicking the link, they'll create a password and set up their account.
They Can Start Working
Once their account is created, they can log in and access features based on their assigned role.
Managing Invitations
Pending Invitations
See who hasn't accepted yet in Settings → Staff & Devices. Pending invitations show as "Invited" status.
Resend Invitation
If someone didn't receive or lost their invitation, click their entry and select "Resend Invitation".
Cancel Invitation
Changed your mind? Click the pending invitation and select "Cancel Invitation". The link will no longer work.