Club OS offers users the opportunity to customize their employees’ authority by setting Permissions. 

Below is a list of all of our permissions, and the effects of both allowing and denying every permission that is currently available in Account Settings.  

Before changing any permissions, it is also important to understand:

• Allowing, Denying, or Deferring a Permission
• How to Update Permissions
• Default Permissions by Role

NOTE:  Interested in adding a featured permission to your club’s Account Settings? Have a Club Admin contact Club OS’ Customer Success Team to discuss permission expansion opportunities!

User Permissions Definitions

Users

• Manage Other User Permissions: Allows/Denies a user’s ability to edit a co-worker’s permissions.
  • If Set to Allow: The Permissions tab will appear within coworkers’ Account Settings.
  • If Set to Deny: The Permissions tab will not appear within coworkers’ Account Settings.   

• Access All Prospects and Members at Assigned Locations: Allows/Denies a user’s access to the entirety of their location’s Prospects and Members -including those who are currently assigned to other staff.
  • If Set to Allow: The entirety of the location’s Prospect and Member profiles will be accessible through User Search. Additionally, all profiles will display contact info.
  • If Set to Deny: Only the user's assigned Prospect and Member profiles will be accessible through User Search. Additionally, off-limit profiles will no longer publicly display contact info.

• Create New Users: Allows/Denies a user’s ability to add users to Club OS. 
  • If Set to Allow: ‘New User’ will appear within the ‘+Add’ drop-down menu.
  • If Set to Deny: ‘New User’ will not appear within the ‘+Add’ drop-down menu.
     

• Merge Prospects and Members: Allows/Denies a user’s ability to merge Prospect and Member accounts within User Search.
  • If Set to Allow: The ‘merge’ icon will appear at the far-right end of Prospect and Member profiles within User Search Results. 
  • If Set to Deny: The ‘merge’ icon will not appear at the far-right end of Prospect and Member profiles within User Search Results.

•  Convert Prospects to Members: Allows/Denies a user’s ability to manually convert Prospects into Member accounts.
  • If Set to Allow: The ‘Convert to Member’ button will appear within the General tab of the Prospect’s Prospecting page. 
  • If Set to Deny: The ‘Convert to Member’ button will not appear within the General tab of the Prospect’s Prospecting page.
    • NOTE:  Converting to Member is something that should be done in conjunction with your Member Management System.  Please contact support if you have any questions about workflow.  

• Convert Inactive Members to Prospects: Allows/Denies a user’s ability to revert Inactive Members back into Prospect accounts.
  • If Set to Allow: The ‘Convert Inactive Member to Prospect’ button will appear within the General tab of the Inactive Member’s Prospecting page.
  • If Set to Deny: The ‘Convert Inactive Member to Prospect’ button will not appear within the General tab of the Inactive Member’s Prospecting page.

•   Bulk Transfer Members and Prospects: Allows/Denies a user’s ability to transfer Prospect and Member accounts to co-workers in bulk. 
  • If Set to Allow: ‘Transfer Users’ will appear within the list of Search Actions.
  • If Set to Deny: ‘Transfer Users’ will not appear within the list of Search Actions. 

• Bulk Remove Follow-Ups: Allows/Denies a user’s ability to remove a Prospect or Member’s scheduled Follow-Ups in bulk.
  • If Set to Allow: ‘Remove Follow-Up’ will appear within the list of Search Actions.
  • If Set to Deny: ‘Remove Follow-Up’ will not appear within the list of Search Actions.

• Bulk Reschedule Follow-Ups: Allows/Denies a user’s ability to reschedule Prospect and Member follow-ups in bulk. 
  • If Set to Allow: ‘Reschedule Follow-Up’ will appear within the list of Search Actions.
  • If Set to Deny: ‘Reschedule Follow-Up’ will not appear within the list of Search Actions.

• Assign Clients to Any Trainer: Allows/Denies a user’s ability to assign a Member to a Trainer at any club location.
  • If Set to Allow: The Member’s ‘Add a New Trainer’ bar will drop down to offer Trainer profiles from each club location.
  • If Set to Deny: The Member’s ‘Add a New Trainer’ bar will drop down to offer Trainer profiles from only the user’s club location. 

Report Access 

• Report Access: Allows/Denies a user’s ability to access reports. 
  • If Set to Allow: ‘Reports’ will appear within the user’s dashboard.
  • If Set to Deny: ‘Reports’ will not appear within the user’s dashboard.

• Sales Performance: Allows/Denies a user’s ability to access additional Analytics tools in Sales Performance. 
  • If Set to Allow: ‘Sales Performance’ will appear within the user’s dashboard.
  • If Set to Deny: ‘Sales Performance’ will not appear within the user’s dashboard.

• Leaderboard: Allows/Denies a user’s ability to access additional Analytics tools in Leaderboard. 
  • If Set to Allow: ‘Leaderboard' will appear within the user’s dashboard.
  • If Set to Deny: ‘Leaderboard’ will not appear within the user’s dashboard.

• View other locations in Club on Leaderboard: Allows/Denies a user’s ability to access other locations Leaderboard. 
  • If Set to Allow: The User will be able to access locations that they may not be directly associated with in
    • 
  • If Set to Deny: ‘Leaderboard’ will not appear within the user’s dashboard.
• Salesperson Performance: Allows/Denies a user’s ability to access “My Performance” Analytics. 
  • If Set to Allow: The User will be able to access “My Performance,” in Dashboard Analytics.
  • If Set to Deny: The User will be unable to access “My Performance,” in Dashboard Analytics.

• Text Usage Analytics: Allows/Denies a user’s ability to . 
  • If Set to Allow: The User will be able to access locations that they may not be directly associated with in .
  • If Set to Deny: ‘Leaderboard’ will not appear within the user’s dashboard.
• Analytics Goals: Allows/Denies a user’s ability to access other locations Leaderboard. 
  • If Set to Allow: The User will be able to access locations that they may not be directly associated with in .
  • If Set to Deny: ‘Leaderboard’ will not appear within the user’s dashboard.

Specific Reports

•  Access ALL Reports (including any newly added): Allows/Denies a user’s access to the entirety of   
          a club’s reports.
  • If Set to Allow: Every report that a club has requested is eligible to appear within the user’s Club Reports page once it has been independently allowed within their Account Settings’ Permissions tab.  
  • If Set to Deny: No reports will appear within the user’s Club Reports page.
    
     NOTE:  You can Allow or Deny individual reports here if desired. Please also see: List of Available Reports.

Email Campaigns

• Email Campaigns Access: Allows/Denies a user’s ability to access their club’s email campaigns and campaign history.
  • If Set to Allow: ‘Marketing’ will appear within the user’s dashboard.
  • If Set to Deny: ‘Marketing’ will not appear within the user’s dashboard.
•  Create New Email Campaigns: Allows/Denies a user’s ability to create both Automatic and Blast Campaigns.
  • If Set to Allow: The ‘Add Campaign’ button will appear within both the Automatic and Blast Campaign pages.  
  • If Set to Deny: The ‘Add Campaign’ button will not appear within either the Automatic and Blast Campaign pages.
• Blast Campaigns Access: Allows/Denies a user’s ability to access a club’s Blast Campaigns. 
  • If Set to Allow: ‘Blast Campaigns’ will appear within the Marketing side menu. 
  • If Set to Deny: ‘Blast Campaigns’ will not appear within the Marketing side menu.
• Drip Campaigns Access: Allows/Denies a user’s ability to access a club’s Automatic Campaigns.
  • If Set to Allow: ‘Automatic Campaigns’ will appear within the Marketing side menu. 
  • If Set to Deny: ‘Automatic Campaigns’ will not appear within the Marketing side menu.

Bulk Text Campaigns

• Bulk Text Campaign Access: Allows/Denies a user’s ability to access a club’s Automatic Campaigns.
  • If Set to Allow: ‘Automatic Campaigns’ will appear within the Marketing side menu. 
  • If Set to Deny: ‘Automatic Campaigns’ will not appear within the Marketing side menu.
• Create New Bulk Text Campaigns: Allows/Denies a user’s ability to access a club’s Automatic Campaigns.
  • If Set to Allow: ‘Automatic Campaigns’ will appear within the Marketing side menu. 
  • If Set to Deny: ‘Automatic Campaigns’ will not appear within the Marketing side menu.
• Prospect Audience Access: Allows/Denies a user’s ability to access a club’s Automatic Campaigns.
  • If Set to Allow: ‘Automatic Campaigns’ will appear within the Marketing side menu. 
  • If Set to Deny: ‘Automatic Campaigns’ will not appear within the Marketing side menu.
• Active Member Audience Access: Allows/Denies a user’s ability to access a club’s Automatic Campaigns.
  • If Set to Allow: ‘Automatic Campaigns’ will appear within the Marketing side menu. 
  • If Set to Deny: ‘Automatic Campaigns’ will not appear within the Marketing side menu.
• Inactive Member Audience Access: Allows/Denies a user’s ability to access a club’s Automatic Campaigns.
  • If Set to Allow: ‘Automatic Campaigns’ will appear within the Marketing side menu. 
  • If Set to Deny: ‘Automatic Campaigns’ will not appear within the Marketing side menu.

Schedule

•  Schedule Access: Allows/Denies a user’s access to their club’s schedule.
  • If Set to Allow: ‘Calendar’ will appear within the Club OS dashboard.
  • If Set to Deny: ‘Calendar’ will not appear within the Club OS dashboard.
• Create and Modify Availability: Allows/Denies a user’s ability to access their Availability.
  • If Set to Allow: ‘Availability’ will appear within the Calendar side menu.
  • If Set to Deny: Calendar will not produce a side menu. 
• Modify Past Events: Allows/Denies a user’s ability to edit a Prospect or Member’s previous event. If an event is created for a current or future time, staff will be able to edit the event including the 'Remove Event' button
  • If Set to Allow: The user will be able to retroactively edit a past event. A ‘Remove Event’ button will also appear.
  • If Set to Deny: The user will not be able to retroactively edit a past event. Additionally, no ‘Remove Event’ button will appear.
• Modify Visit Type of Events: This Allows/Denies a user’s ability to retroactively edit a Prospect’s   
          Appointment event type.
  • If Set to Allow: A drop-down menu will appear within the Prospect’s profile in the Edit Event window.
  • If Set to Deny: A drop-down menu will not appear within the Prospect’s profile in the Edit Event window.

For clients with Fitness Management Only:

Packages

Package Management

• Package Setup Access: Allows/Denies a user’s access to their own Package Setup.
  • If Set to Allow: ‘Package Setup’ will appear within the My Club side menu.
  • If Set to Deny: ‘Package Setup’ will not appear within the My Club side menu.

Package Billing

• Create Agreements: Allows/Denies a user’s ability to create a Member’s service agreement.
  • If Set to Allow: The ‘Add Service Agreement’ button will appear within the Member’s Club Services page.
  • If Set to Deny: The ‘Add Service Agreement’ button will not appear within the Member’s Club Services page.     
• Cancel Agreements: Allows/Denies a user’s ability to cancel a Member’s existing service agreement.
  • If Set to Allow: The ‘Cancel’ button will appear within the Member’s existing  service agreement. 
  • If Set to Deny: The ‘Cancel’ button will not appear within the Member’s existing service agreement.   
•  Freeze/Un-Freeze Agreements: Allows/Denies a user’s ability to freeze/un-freeze a Member’s  
          existing service agreement.
  • If Set to Allow: The ‘Freeze’/’Edit Freeze’ button will appear within the Member’s existing service agreement.
  • If Set to Deny: Neither the ‘Freeze’ nor the ’Edit Freeze’ button will appear within the Member’s existing service agreement. 
• Refund Invoices: Allows/Denies a user’s ability to refund a Member’s paid invoice.
  • If Set to Allow: ‘Refund’ will appear within the Member’s paid invoice.
  • If Set to Deny: ‘Refund’ will not appear within the Member’s paid invoice.
• Comp Invoices: Allows/Denies a user’s ability to comp a Member’s unpaid invoice. 
  • If Set to Allow: The ‘Comp Invoice Amount’ option will not appear within the Member’s Pay Invoice page. (Subsequently, a ‘Pay Sales Commission on Comped Invoice Amount’ option will also not appear.)
  • If Set to Deny: The ‘Comp Invoice Amount’ option will appear within the Member’s Pay Invoice page. (Subsequently, a ‘Pay Sales Commission on Comped Invoice Amount’ option will also appear.)
• Write Off Invoices: Allows/Denies a user’s ability to write off a Member’s unpaid invoice.
  • If Set to Allow: The ‘Write Off Invoice Amount’ option will appear within the Member’s Pay Invoice page.             
  • If Set to Deny: The ‘Write Off Invoice Amount’ option will not appear within the Member’s Pay Invoice page.
• Extend Member Service Expiration Dates: Allows/Denies a user’s ability to extend the expiration   
          date of a Member’s service unit.
  • If Set to Allow: A service’s Expired Units will link to the Expired Sessions page. 
  • If Set to Deny: A service’s Expired Units will not link to the Expired Sessions page.
• Email Agreement to Member: Allows/denies a user’s ability to choose whether or not a PDF copy of the service agreement is emailed to the purchasing member once it is finalized.
  • If set to allow: The ‘Email Agreement to Member’ option will be featured at the bottom of the ‘Agreement’ section of the package setup page. Staff members selling packages can select or deselect the option as needed. 
  • If set to deny: The ‘Email Agreement to Member’ option will not be appear on the ‘Agreement’ section of the package setup page.
     

Club Services

• Club Services Access: Allows/Denies a user’s ability to access a Member’s Club Services.
  • If Set to Allow: ‘Club Services’ will appear within the Member’s Club Info side menu.
  • If Set to Deny: ‘Club Services’ will not appear within the Member’s Club Info side menu.

Workouts

• Workouts Access: Allows/Denies a user’s ability to access their own Workouts.
  • If Set to Allow: ‘Workouts’ will appear within the Fitness side menu.
  • If Set to Deny: ‘Workouts’ will not appear within the Fitness side menu.
• Create, Generate and Modify Workouts: Allows/Denies a user’s ability to create or edit any    
          workouts. 
  • If Set to Allow: The ‘Generate a Workout’ tab will appear on the Workouts page. Additionally, a ‘Create New Workout’ button and an existing workout’s option to ‘Edit’ will both appear within the Manage Workouts page. 
  • If Set to Deny: The ‘Generate a Workout’ tab will not appear on the Workouts page. Furthermore, neither the ‘Create New Workout’ button nor an existing workout’s option to ‘Edit’ will appear within the Manage Workouts page.
• Create and Modify Exercises: Allows/Denies a user’s ability to create or edit any exercises. 
  • If Set to Allow: An ‘Add a New Exercise’ button will appear within the Workouts page’s Exercise Library.
  • If Set to Deny: An ‘Add a New Exercise’ button will not appear within the Workouts page’s Exercise Library.

Nutrition

• Nutrition Access: Allows/Denies a user’s ability to access their own Nutrition. 
  • If Set to Allow: ‘Nutrition’ will appear within the Fitness side menu.
  • If Set to Deny: ‘Nutrition’ will not appear within the Fitness side menu.

Fitness Profile

• Fitness Profile Access: Allows/Denies a user’s ability to access their own Fitness Profile.
  • If Set to Allow: ‘Fitness Profile’ will appear within the Fitness side menu.
  • If Set to Deny: ‘Fitness Profile’ will not appear within the Fitness side menu.