How to configure staff roles and permissions before adding Staff
Estimated Reading Time: 4 minutes
Applies to: Pro and Premium
Quick Summary
Before inviting Staff to your portal, you should first configure the available roles and permissions. This ensures every team member receives the correct access level to areas such as the Schedule, Products, Activities, Credits, and financial data.
Setting roles in advance helps you create a structured team environment where each Staff member only sees and manages the areas relevant to their responsibilities.
Why This Matters
Roles determine what Staff can access the moment they are added to your system. Proper configuration protects sensitive financial data, prevents operational mistakes, and keeps responsibilities clearly defined across your team.
Planning roles before inviting Staff also makes onboarding faster and ensures consistent access control as your team grows.
Step by Step Instructions
Step 1: Open the Roles & Permissions overview: My Company > Staff > Roles & Permissions
– This section shows all available default system roles and allows you to review or adjust their permission settings.
Step 2: Review the default system roles: Select one of the roles you wish to update. – You can customize an existing role to match your own business requirements (optional).
Step 3: Assign roles when adding Staff: My Company > Staff > Add Staff > Role Selection
– When inviting a new Staff member, select the appropriate role so their permissions are automatically applied during setup.
Best Practice
Limit Admin access to only the most trusted team members. Admin roles typically include financial data access and critical system configuration rights, so restricting this role reduces operational risk.
Review roles periodically as your team grows or responsibilities change to ensure permissions remain appropriate.
Pro Tips
Create a small number of clearly defined roles instead of many similar ones to keep permission management simple.
Use descriptive role names that reflect responsibilities, such as “Operations Manager” or “Finance Access.”
Test a role setup with a temporary Staff profile if you want to confirm exactly what access that role provides. Review financial and payment permissions carefully to ensure only authorized Staff can modify Automated Payments or financial reports.
Common Questions
How do roles affect new Staff members?
– Each Staff member automatically receives the permissions assigned to the role selected when they are added.
Can I change permissions after adding Staff?
– Yes. Editing a role will automatically update permissions for every Staff member assigned to that role.
Should all Staff have Admin access?
– No. Admin access should be restricted to protect financial data, payment settings, and system configurations.
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