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Coach Roles & Permissions

Understand the four coach roles in CoachRx and what each role can access.

Updated yesterday

Every coach in your CoachRx organization is assigned one of four roles: Coach, Admin, Super Admin, or Owner. Each role builds on the one below it, giving progressively more access to clients, team management, and organization settings.

Role Overview

Owner - The account holder. Full access to everything, including billing, subscription management, and the ability to transfer or delete the organization. There is always exactly one Owner per organization.

Super Admin - Your operations and leadership team. Can manage coaches, configure organization settings, view all clients, and access reporting. Cannot manage billing or transfer ownership.

Admin - Your team leads. Can view (but not edit) other coaches' clients for oversight, and can see coaching performance metrics across the team. Cannot change organization settings or manage coaches.

Coach - The default role for new team members. Can manage their own clients and view their own metrics. No visibility into other coaches' clients or organization settings.

Permissions Matrix

Client Management

Permission

Coach

Admin

Super Admin

Owner

View own clients

✅ Yes

✅ Yes

✅ Yes

✅ Yes

Edit own clients' profiles and data

✅ Yes

✅ Yes

✅ Yes

✅ Yes

Create programs for own clients

✅ Yes

✅ Yes

✅ Yes

✅ Yes

Message own clients

✅ Yes

✅ Yes

✅ Yes

✅ Yes

Archive/delete own clients

✅ Yes

✅ Yes

✅ Yes

✅ Yes

View other coaches' clients (read-only)

❌ No

✅ Yes

✅ Yes

✅ Yes

Edit other coaches' clients

❌ No

❌ No

✅ Yes

✅ Yes

Reassign clients between coaches

❌ No

❌ No

✅ Yes

✅ Yes

Export client data

❌ No

❌ No

✅ Yes

✅ Yes

Coach & Team Management

Permission

Coach

Admin

Super Admin

Owner

View list of all coaches in org

❌ No

✅ Yes

✅ Yes

✅ Yes

View coach performance metrics

❌ No

✅ Yes

✅ Yes

✅ Yes

View coach communication history

❌ No

✅ Yes

✅ Yes

✅ Yes

Invite new coaches to org

❌ No

❌ No

✅ Yes

✅ Yes

Remove coaches from org

❌ No

❌ No

✅ Yes

✅ Yes

Change a coach's role to Coach or Admin

❌ No

❌ No

✅ Yes

✅ Yes

Change a coach's role to Super Admin

❌ No

❌ No

❌ No

✅ Yes

Organization Settings

Permission

Coach

Admin

Super Admin

Owner

View organization settings

❌ No

❌ No

✅ Yes

✅ Yes

Edit organization name/branding

❌ No

❌ No

✅ Yes

✅ Yes

Manage shared templates and resources

❌ No

❌ No

✅ Yes

✅ Yes

Configure org-wide notification preferences

❌ No

❌ No

✅ Yes

✅ Yes

Manage integrations and connected apps

❌ No

❌ No

❌ No

✅ Yes

Billing & Subscription

Permission

Coach

Admin

Super Admin

Owner

View current plan and invoice history

❌ No

❌ No

✅ Yes

✅ Yes

Change subscription plan

❌ No

❌ No

❌ No

✅ Yes

Update payment method

❌ No

❌ No

❌ No

✅ Yes

Transfer organization ownership

❌ No

❌ No

❌ No

✅ Yes

Delete organization

❌ No

❌ No

❌ No

✅ Yes

Reporting & Analytics

Permission

Coach

Admin

Super Admin

Owner

View own coaching metrics

✅ Yes

✅ Yes

✅ Yes

✅ Yes

View org-wide coaching metrics

❌ No

✅ Yes

✅ Yes

✅ Yes

View financial/revenue reports

❌ No

❌ No

✅ Yes

✅ Yes

Export reports

❌ No

❌ No

✅ Yes

✅ Yes

Changing a Coach's Role

  1. Locate the coach in your coaches list

  2. Click the three dots next to their name

  3. Select the new role

  4. Changes take effect immediately

Note: Super Admins can assign the Coach or Admin role. Only the Owner can promote someone to Super Admin.

FAQ

Q: Can coaches see each other's clients?

A: Coaches in the Coach role can only see their own clients. Admins can view other coaches' clients in read-only mode. Super Admins and Owners have full access to all clients.

Q: What happens to clients when a coach is removed?

A: All clients are automatically transferred to the Organization Owner.

Q: Can I create custom permission levels?

A: Not at this time. Access is controlled through the four-role system described above.

Q: Who can change my role?

A: Super Admins can assign the Coach or Admin role. Only the Owner can promote someone to Super Admin.

Q: How do I transfer ownership?

A: The current Owner can transfer ownership from Organization Settings. Only the Owner can initiate this.

Q: Is there a limit to how many coaches I can add?

A: No, there is no limit on the number of coaches in your organization.

Related Articles
Managing your coach profile
Business Suite Feature Access
CoachRx Client Onboarding
Navigating Your CoachRx Dashboard
Adding New Coaches to Your Organization
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