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Why This Matters
By default, all users within a Wodify environment are designated as Clients. This article outlines the process for assigning and removing additional roles to modify user permissions. Wodify provides five distinct roles, each offering specific levels of system access. The following sections present a summary of these roles, followed by a detailed description of the features and permissions associated with each.
Pro-Tip
There are 5 different roles in Wodify that grant your team various levels of access. Below is a quick summary of each, followed by a detailed breakdown of the different features that each role has access to.
Client - The most restricted role, ideal for your clients.
Staff -This role is ideal for people who do not need special access to Wodify Core, but who you do want to calculate Payroll for. (e.g. cleaning staff, interns) Click here to learn more.
Coach - Ideal role for your coaching staff, with access to classes, leads, and clients.
Manager - This role grants more access than the coach role in managing transactions, managing coaching scheduling, membership changes, and communications. Ideal for your general manager(s).
Admin - Full access to all of Wodify Core. This role is reserved for business owners and general managers who will have full access to making changes and seeing financial info in Wodify. Most revenue/financial reports are strictly available to Admins
| Admin | Manager | Coach | Staff | Client | |
|---|---|---|---|---|---|
| PERFORMANCE | |||||
| Enter Performance Results | X | X | X | X | X |
| Like/Comment on Results | X | X | X | X | X |
| View Personal Performance History | X | X | X | X | X |
| View other Clients' Performance History | X | X | X | ||
| Sign in all Clients from Kiosk+ / App | X | X | X | ||
| Sign in Themselves from Kiosk+ / App | X | X | X | X | X |
| View Video Library | X | X | X | X | X |
| View Leaderboards | X | X | X | X | X |
| Edit Media Library Content | X | X | X | ||
| WORKOUTS, PROGRAMS, AND CLASSES | |||||
| Manage Workouts | X | X | X | ||
| Manage Components, sections, and Benchmarks | X | X | X | ||
| Manage Programs, Recurring Classes, and Classes | X | X | X1 | ||
| Create New Classes | X | X | |||
| MEDIA LIBRARY | |||||
| Upload New Files and Folders | X | X | X | ||
| Manage Existing Files, Pages, and Folders | X | X | X | ||
| Create New Pages | X | X | X | ||
| CLIENTS, LEADS, AND MEMBERSHIPS | |||||
| Create Leads | X | X | X | ||
| Disposition Leads | X | X | X | ||
| Export Leads to Excel | X | X | X | ||
| Convert Leads to Clients | X | X | X | ||
| Create and Deactivate Clients | X | X | X | ||
| Suspend/Reinstate Clients | X | X | X | ||
| Create Client Memberships | X | X | X | ||
| Deactivate Memberships | X | X | |||
| Manage Membership Discounts, Holds, and Stops | X | X | |||
| Manage Client Payment Methods | X | X | X | ||
| Add Activity, Emails, Notes, and Attachments | X | X | X | ||
| Manage Client Relationships | X | X | X | ||
| Manage Client / Lead Ownership | X | X | X | ||
| Manage Client Reservations | X | X | X | ||
| Manage Client Roles & Permissions | X | X | |||
| Manage Membership Templates | X | X | |||
| Manage Drop-In Configuration | X | X | |||
| Update Personal Information | X | X | X | X | X |
| Update Other Clients' Personal Information | X | X | X | ||
| Manage SMS for Leads and Clients | X | X | X | ||
| Create and Manage Segments | X | X | X | ||
| Create and Manage Progressions | X | X | X | ||
| APPOINTMENTS | |||||
| Sync Google Calendar | X | X | X | ||
| View Appointment Calendar | X | X | X | ||
| Manage Services and Memberships | X | X | |||
| Reserve and Sign Into an Appointment For a Client | X | X | X | ||
| Configure Appointment Settings | X | X | |||
| Assign Memberships to Clients' Profiles | X | X | X | ||
| COMMUNICATION | |||||
| Create and Manage Announcements | X | X | X | ||
| Send a Marketing Email | X | X | X | ||
| Send a Conversation Email | X | X | X | ||
| Send an SMS | X | X | X | ||
| Manage Automated Emails | X | X | |||
| Adjust Email settings | X | X | |||
| Manage Connected Domains & Emails | X | ||||
| Create and Manage Tasks | X | X | X | ||
| WEB & MOBILE | |||||
| Manage Client App Settings | X | X | |||
| Manage Custom Branding | X | ||||
| Manage Online Sales Settings | X | X | |||
| Create and Manage Waivers Templates | X | X | |||
| Create and Manage Contracts Templates | X | X | |||
| Convert Drop-In Waivers to Lead Profiles | X | X | |||
| Email or Upload Waiver for Client | X | X | X | ||
| Sign a Personal Waiver or Contract | X | X | X | X | |
| FINANCIAL | |||||
| Collect Payment on Invoices | X | X2 | |||
| Refund Payments | X | X | |||
| Cancel Transactions | X | X | |||
| Purchase Store Credit for Clients | X | X | |||
| Manage Invoice Configuration | X | X | |||
| Manage Merchant Configuration | X | ||||
| Manage Discounts and Tax Rates | X | X | |||
| View Wodify Billing (Legacy) | X | X | |||
| View List of All Invoices | X | ||||
| Create Custom Invoices | X | X | |||
| PAYROLL | |||||
| Setup Payroll | X | X | |||
| Process Payroll | X | X | |||
| My Payroll | X | X | X | X | |
| RETAIL AND PRODUCTS | |||||
| Manage Products and Inventory | X | X | |||
| Complete Transactions in Wodify POS | X | X | X | ||
| Return and Refund Items in Wodify POS | X | X | |||
| Access to Wodify POS from Mobile app | X | X | X | ||
| ANALYTICS | |||||
| Access to Client Reports | X | X | Some3 | ||
| Access to Attendance Reports | X | X | X | ||
| Access to Financial Reports | X | Some4 | |||
| Access to Performance Reports | X | X | X | ||
| Access to Insights | X | Some5 | Some6 | ||
| Access to Custom Reporting | X | ||||
| AUTOMATIONS | |||||
| Access to Builder | X | ||||
| Access to Email Templates | X | ||||
| Access to Enrollment | X |
Appendix:
- Coaches, Managers, and Admins will have the ability to manage programs, recurring classes, and classes. Only Managers and Admins can edit coaches in a class.
- Managers can collect payment on invoices.
- Coaches have limited access to client reports.
- Managers do not have access to revenue reports but do have access to financial reports about failed payments, store credit, and daily cash reporting
- Managers only have access to the Attendance, Clients, and Leads Insights dashboards
- Coaches will have limited access to Insights
Step-By-Step How To Update Permissions
- Go to People > Clients
- Click into the client profile
- Click on the Personal Information tab within the client's profile
- Scroll down to Roles & Permissions
- Add roles by checking the box to the left of each role; remove roles by unchecking the box
Once you've selected/deselected the correct roles, scroll down and click Save
Note:
- Only existing Admins can add or remove the Admin role from a user
- Admins and Managers can add or remove the Manager, Coach, and Staff roles
- Coaches do not have the ability to adjust roles
Scribe
FAQs
- Can multiple roles be assigned to one user?
Yes. A single user can have multiple roles (for example, a user could be both a Coach and a Manager), giving them combined access to features from each role. - What happens if I remove a role from a user?
When you remove a role, the user immediately loses access to the permissions and features associated with that role. - Can I customize or create new roles?
No. Wodify currently offers five predefined roles (Client, Staff, Coach, Manager, Admin). Each comes with a set list of permissions that cannot be customized.
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