Admin Settings > Staff Permissions

Staff Permissions let you control exactly what each staff member can see and do within Groovio. By default, new staff members have access to both the Dashboard and News sections. All other permissions must be assigned manually.

Note that the Dashboard permission is permanently enabled for all staff and cannot be removed.

Dashboard The main studio dashboard. Always enabled for every staff member and cannot be removed. It appears in the permissions list as a locked, always-on toggle.

News Access to the News section, where studio news and announcements appear. News is always available to every staff member and cannot be switched off. Unlike the Dashboard, it does not appear as a row in the permissions list at all, so there is nothing to tick or untick.

Tags Access to the Tags management page. Staff can view, create, and edit tags used across classes, skills, and packages.

Terms Access to the Terms management page. Staff can view and manage session terms and enrollment periods.

Memberships Access to the Memberships management page. Staff can create and edit membership types and their configurations.

Packages Access to the Packages management page. Staff can create and manage class and service packages.

Rooms Access to Rooms management. Staff can add and edit rooms or spaces used for classes and services.

Skill Access to the Skill Lists feature. Staff can create and manage skill lists and individual skills, including attaching media. (Premium plan only)

Students Access to the full Student Management section. Staff can view student profiles, manage bookings, process transfers, view history, and handle cancellation requests.

Studio Notes Access to the Studio Notes feature for recording internal notes. (Premium plan only)

Classes Access to Class management. Staff can create and edit class types available for scheduling.

Services Access to Services management. Staff can create and edit service and appointment types.

Categories Access to Category management. Staff can create and edit categories used for services and retail products.

Questionnaire Access to the Questionnaire builder. Staff can create and manage intake questionnaires shown to students.

All Staff Access to the Staff Management section. Staff can view and manage other staff members' profiles and related details. This permission isn't needed for staff to manage their own availability — without it, Manage Studio > Staff shows only their own profile, and they can always click Edit and update their own Service Availability.

Media Library Access to the Media Library. Staff can upload, organize, and manage images and videos used across skills and lesson plans. (Premium plan only)

These permissions control access to different levels of schedule interaction and can be assigned independently based on the level of access each staff member needs.

Schedule Calendar View Grants view-only access to the schedule's calendar overview. Staff can see what's on the schedule but cannot open class details. Without this permission the Schedule section does not appear in the sidebar at all, so most instructors will need it alongside Schedule Detail View Only.

Schedule Detail View Only Allows staff to click into a scheduled class and view its full details — students booked, class info, lesson plan, and so on. Staff with this permission can also mark attendance from the class roll, setting each student to Pending, Attended, No Show or Self Absent. They cannot edit the class itself, remove students from it, cancel guest invites, or change bookings — those actions require Schedule View and Edit.

Schedule View and Edit Full access to schedule details, including the ability to edit class settings, update bookings, remove students, manage the waitlist, and make other changes to scheduled classes.

Schedule List Edit Instructors Allows staff to change instructor assignments directly from the schedule list view, without requiring full schedule edit access.

For a typical instructor who teaches classes and marks the roll, Schedule Calendar View and Schedule Detail View Only together are usually all that is needed.

Payroll Settings Access to payroll configuration. Staff can view and edit global payroll defaults and pay structures.

Payroll Class & Service Allows staff to edit payroll information on individual scheduled classes and services, such as adjusting pay rates or tiers for a specific session.

Both of these must be left off if you do not want a staff member seeing pay rates. Turning off only one still leaves rates visible in the other place.

Chat Unlocks the Chat feature. Staff with this permission can view and participate in all student conversations belonging to the studio. Chat access is all-or-nothing — there is no option to limit which conversations a staff member can see. (Plan-dependent)

Marketing Access to the Marketing module, including customer lists, campaigns, and notifications. On Premium plans, also includes Leads management and the Lead Form Builder.

Automated Marketing Access to automated messaging. Staff can create and manage automated email and SMS campaigns triggered by student actions or dates.

Email Template Management Access to email template management. Staff can create and edit the notification email templates sent to students.

Checkout Allows staff to process payments and complete checkouts on behalf of students — including class bookings, memberships, packages, private lessons/services, and retail purchases.

To book a private lesson or service for a student (or add a student to a class or service from the schedule), staff need Checkout, usually alongside Students so they can look up the student. Schedule View and Edit isn't required for this.

Discount Codes Access to Discount Codes management. Staff can create and manage discount codes for classes and retail items.

Retail Grants access to the Retail section of the dashboard. This is the parent permission for all retail activity. The sub-permissions below refine what the staff member can do within retail.

Retail — Products Allows staff to view and manage retail products and inventory.

Retail — Orders Allows staff to view and manage retail orders placed by students.

Retail — Tax Allows staff to configure tax settings applied to retail sales.

Locations Access to the Locations management page. Staff can view and edit studio locations and branch settings. (Premium plan only)

Studio Profile (owner only) The Studio Profile (Account > Studio Profile) is only visible to the studio owner login. It isn't a staff permission and can't be granted to staff, so it doesn't appear in the permissions list.

Account — Studio Tax Access to the studio's tax configuration settings.

Account — Billing Access to the Billing section, including subscription and plan details, SMS charges, and payment history.

Set Staff Permissions Allows the staff member to manage permissions for other staff members. Only assign this to trusted senior staff, as it grants the ability to modify access for the entire team.

Waiver & Policies Access to the Waivers and Policies section. Staff can create and edit liability waivers and studio policies shown to students.

Cancellation Settings Access to Cancellation Settings. Staff can configure cancellation policies, time frames, and rules.

Analytics Access to the Analytics section. Staff can view reports, performance metrics, and custom analytics across the studio.

Activity Log Access to the Studio Activity Log, which records all actions taken within the studio dashboard — useful for auditing changes and reviewing history.

Service Requests — All Grants access to all service and appointment requests submitted by students, regardless of which staff member the service is assigned to.