---
title: How do I control what a staff member can access (permissions)?
description: How to control what each Octiv staff member can see and do from the Access tab, including location access, role-based Octiv Access options, Billing access for Admins and Location Admins, and read-only Leads access for Trainers.
---
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# How do I control what a staff member can access (permissions)?
## You can fine-tune exactly what each staff member can see and do in Octiv.
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
- Leads — access Leads (read only for Trainers; see below)
An Admin adds many more — such as Accounts (Invoices, Credit Notes, Debit Batches, Subscriptions), Billing, Settings, Facility & Location Settings, Access Control and System Integrations.
**Billing** is turned off by default. When you tick it for an Admin or Location Admin, they can open **profile photo (top-right) \>\> Billing** to link the card that pays Octiv for their location(s) and retry unpaid Octiv invoices. Location Admins only see the locations they have access to. See [How do I update the card my facility uses to pay Octiv?](https://knowledge.octivfitness.com/how-do-i-update-the-card-my-facility-uses-to-pay-octiv?hsLang=en)
**Giving a Trainer access to leads**
Leads is turned off for Trainers by default. To turn it on, tick **Leads** on the Access tab and click **Submit**. The trainer then sees **Leads** in their left-hand menu, which opens **Manage Leads**.
Trainer access to leads is read only. Trainers can see a lead's details and any notes on the lead, such as injuries, but they can't change them.
From the ⋮ (Actions) menu on a lead's row, a trainer can choose:
- **View Bookings** — see the lead's bookings.
- **View** — open the lead's details. The details are view only and can't be changed.
**What access can and can't be limited to:** access is granted per **location** and per **feature or action** (the tick-boxes above) — it **cannot** be limited to specific individual classes or series. A trainer with class or calendar access can see **all** classes at their assigned location(s), not only the ones they are assigned to teach.
*Untick anything you want to withhold, then click Submit. (The same window also has Profile, Rates and Comms tabs for that staff member’s details, pay rates and notification preferences.)*
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