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How do I manage account access for staff?

View and edit all functionalities on the facility account/s.

Each staff member has an account type, which sets what they can see and do in Octiv. The Owner can then switch individual features on or off for each staff member, and choose which locations they can work in.

Account types

  • Owner: access to everything.
  • Admin: a wide set of permissions, including finance, settings and integrations, which the Owner can narrow down.
  • Location Admin: like an Admin, but only for the locations they've been given access to.
  • Trainer: a focused set of permissions for running classes, such as members, comms, reports and workouts. No finance or admin tasks.
  • Location Check-In: for a check-in device at a location.

The Owner can choose any of these. An Admin can choose every type except Owner.

To change someone's account type, go to Staff >> Manage Staff, click the ⋮ (Actions) menu next to the staff member and choose View/Edit. On the Profile tab, change Account Type under Account Details and click Submit.

Access when you add a staff member

When you add someone under Staff >> Create New, the last step is Access. Every location and the default permissions for their account type are already ticked. Untick anything they shouldn't have, then click Submit. At least one location must be ticked: the form shows Required and won't save without one. See How do I add admin staff and trainers?

Change what a staff member can access later

  1. Go to Staff >> Manage Staff, click the ⋮ (Actions) menu next to the staff member and choose View/Edit.
  2. Open the Access tab.
  3. Under Location Access, tick the locations they can work in. At least one location is required.
  4. Under Octiv Access, tick the features they can use and untick the rest.
  5. Click Submit.

Only the Owner can change a staff member's access, rates and notifications after they've been added. When an Admin opens View/Edit, they only see the Profile tab.

For the full list of options, see How do I control what a staff member can access (permissions)?

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