How do I control what a staff member can access (permissions)?

Start off by going to:

1. Staff → Manage Staff
2. Find the staff member, click the ⋮ (Actions) and choose View/Edit.
3. Open the Access tab.

You’ll see two sets of controls:

Location Access

Tick the locations this staff member is allowed to work in (use Deselect All to clear them and start fresh).

Octiv Access

Tick the specific features and actions they’re allowed to use — each option has a short description, so you can grant or withhold them one by one.

The options you see depend on the staff member’s role. A Trainer sees a focused set; higher roles such as Admin see many more, including finance, settings and integration permissions. You will only see the options that apply to that person’s role.

A Trainer’s options, for example, include:

• Members — access Members
• Class Member Packages — see member packages and outstanding amounts in a class
• Overbook Member — book a member into a class even if they have no sessions left
• Comms — access Comms
• Store — access the Store
• Reports — access Reports
• Class Once-Off & Instance Actions — update and delete once-off and individual instances of recurring classes
• Scheduling Bulk Actions — access Scheduling Bulk Actions
• Staff — access Staff
• Workout Actions — create, update and delete workouts

An Admin adds many more — such as Accounts (Invoices, Credit Notes, Debit Batches, Subscriptions), Billing, Settings, Facility & Location Settings, Access Control and System Integrations.