Roles & Permissions
The platform uses a four-tier role system to control access to features across both the web dashboard and mobile app. Each role builds on the permissions of the one below it.
Role Hierarchy
Owner
The academy creator with full access to every feature. Each academy has exactly one owner — the person who created it during onboarding. The owner role cannot be transferred through the UI.
Unique abilities:
- Promote members to Admin role
- Change any member's role (except other owners)
- Remove admins from the academy
- Full access to all settings, payments, and management features
Admin
A trusted administrator with nearly full access. Admins handle day-to-day academy management alongside the owner.
Key abilities:
- Manage class schedule (create, edit, delete templates and instances)
- Manage membership plans, subscriptions, and payments
- Approve or reject community posts
- Create and manage announcements
- Invite new members
- Change student/instructor roles
- Record belt promotions
- Access all academy settings
- Manage store products and orders
Restrictions (compared to Owner):
- Cannot promote members to Admin
- Cannot change other admins' roles
- Cannot remove other admins or the owner
Instructor
Instructors teach classes and have elevated access for class management and student interaction.
Key abilities:
- Check students in/out of classes (web and mobile)
- Add class notes (topic and detailed notes)
- Mark classes as complete
- Create announcements
- Approve or reject community posts
- Propose belt promotions (require admin/owner approval)
- Add staff notes on student profiles
- View attendance statistics and subscription status in member directory
- Auto-publish their own community posts
Restrictions (compared to Admin):
- Cannot manage the class schedule (create/edit/delete templates)
- Cannot manage membership plans or payment settings
- Cannot invite members or change roles
- Cannot access academy settings
- Cannot manage store products or charge members directly
Student
The default role for regular academy members. Students interact with the platform primarily through the mobile app.
Key abilities:
- View class schedule and check in to classes (if self check-in is enabled)
- View published community posts, like, and comment
- Create community posts (subject to approval if enabled)
- Browse and purchase from the academy store
- Manage their own subscription (pause, cancel, resume)
- Edit their own profile and privacy settings
- Set notification preferences
- Add private class notes for personal training journals
Restrictions:
- Cannot access the web dashboard's management features
- Cannot check other students in
- Cannot view private-visibility members
- Cannot see attendance or subscription filters in member directory
- Cannot create announcements
- Cannot modify academy settings
Complete Permissions Matrix
Schedule & Attendance
| Feature | Owner | Admin | Instructor | Student |
|---|---|---|---|---|
| View class schedule | Yes | Yes | Yes | Yes |
| Create/edit class templates | Yes | Yes | No | No |
| Delete class templates | Yes | Yes | No | No |
| Edit class instances | Yes | Yes | No | No |
| Mark class complete | Yes | Yes | Yes | No |
| Cancel/restore class | Yes | Yes | No | No |
| Self check-in | Yes | Yes | Yes | If enabled |
| Check in other students | Yes | Yes | Yes | No |
| Remove check-ins | Yes | Yes | Yes | No |
| Add class topic/notes | Yes | Yes | Yes | No |
| Add private notes | Yes | Yes | Yes | Yes |
| Change instance instructor | Yes | Yes | No | No |
Payments & Subscriptions
| Feature | Owner | Admin | Instructor | Student |
|---|---|---|---|---|
| Connect Stripe account | Yes | Yes | No | No |
| Create/edit plans | Yes | Yes | No | No |
| View all subscriptions | Yes | Yes | No | Own only |
| Cancel/pause/resume (others) | Yes | Yes | No | No |
| Manage own subscription | Yes | Yes | Yes | Yes |
| View payment history | Yes | Yes | No | Own only |
| Configure policies | Yes | Yes | No | No |
Community & Announcements
| Feature | Owner | Admin | Instructor | Student |
|---|---|---|---|---|
| View announcements | Yes | Yes | Yes | Yes |
| Create announcements | Yes | Yes | Yes | No |
| Pin/unpin announcements | Yes | Yes | No | No |
| Edit any announcement | Yes | Yes | No | No |
| Create posts | Yes | Yes | Yes | Yes |
| Auto-publish posts | Yes | Yes | Yes | If disabled |
| Approve/reject posts | Yes | Yes | Yes | No |
| Delete any post | Yes | Yes | No | Own only |
| Delete any comment | Yes | Yes | Yes | Own only |
Members & Profiles
| Feature | Owner | Admin | Instructor | Student |
|---|---|---|---|---|
| View all members | Yes | Yes | Active only | Non-private |
| Invite members | Yes | Yes | No | No |
| Remove members | Anyone | Non-admin | No | No |
| Change roles | All roles | Limited | No | No |
| Record promotion | Yes | Yes | No | No |
| Propose promotion | Yes | Yes | Yes | No |
| View staff notes | Yes | Yes | Yes | No |
| View subscription info | Yes | Yes | Read-only | Own only |
Store & Settings
| Feature | Owner | Admin | Instructor | Student |
|---|---|---|---|---|
| Browse store | Yes | Yes | Yes | Yes |
| Purchase items | Yes | Yes | Yes | Yes |
| Add/edit products | Yes | Yes | No | No |
| Manage orders | Yes | Yes | No | No |
| Charge members | Yes | Yes | No | No |
| Academy settings | Yes | Yes | No | No |
Assigning roles thoughtfully
Keep the Admin role for your most trusted staff members who need full management access. Use the Instructor role for coaches who primarily need class management tools. This keeps your academy secure while giving everyone the tools they need.