Roles and permissions

Give each club role the access its work requires.

Separate administrator, reception, instructor, member and kiosk workflows. Keep people working from shared club records with individual accounts and appropriate permissions.

See how it works

Distinct staff and member views use shared club records.

The operational challenge

Sharing an administrator password makes responsibility unclear.

Reception needs to handle arrivals and enquiries, while coaches need class lists and progress records. Giving everybody the same account exposes controls that are unrelated to their work.

Klunivo provides distinct role-specific views. The club can organise responsibilities without making every daily task an administrator’s job.

How Klunivo works

From setup to everyday use.

Shared records let colleagues continue the process without copying the same information.

01
Identify responsibilities
List what administrators, front desk and instructors actually need to do.
02
Assign individual accounts
Use personal access rather than a shared staff password.
03
Configure the role
Match the available workflow to the person’s responsibility.
04
Review changes
Revisit permissions when staff duties or employment change.

A day in the club

A coach records attendance without needing full financial access.

Shared club data does not require a shared administrator login. Each colleague should have an account and an access scope suited to their responsibilities.

01
Identify the role
Separate administration, reception and coaching tasks.
02
Set the access scope
Give the person the areas needed for those tasks.
03
Work in the right context
The coach uses assigned classes and participant information.
04
Review changes
Revisit access when someone changes responsibilities or leaves.

Outcome: The team can collaborate on connected records while retaining a practical division of responsibilities.

Operational details

Make the record useful when plans change.

The important details are the ones your team needs to make the next decision.

Individual accounts

Avoid losing accountability through a login shared by several colleagues.

Operational boundaries

Reception and coaches have different daily responsibilities and should be configured accordingly.

Ongoing administration

Access needs review when the staff team changes; configuration is not a one-time decision.

Feature details

Roles and permissions: how it works

Explore the module’s scope, operating rules and practical examples for your club.

Administration and reception have different workspaces

Administration covers the wider organisation: members, finances, analytics, leads, the shop, communication and settings. Reception focuses on the current day, participant support, leads, tasks, messages, attendance, check-in and the context of individual training.

Give each colleague their own account and a scope suited to their work. The existence of shared club records does not imply identical access to every business setting or financial area.

Coaches work in a teaching context

The coach’s panel includes their classes, trials, individual training, calendar, groups, referrals and progression. A coach can support the first class experience and record participation without operating the full lead-sales process.

Review permissions when responsibilities change. A substitute or new instructor should not have to borrow an administrator password to perform an ordinary coaching task.

Members, guardians and the session kiosk

A member uses their own panel. A guardian account can connect to independent child profiles, retaining the distinction between the adult responsible for administration and the participant.

The kiosk is a restricted session check-in view. It is not a full member panel or an independent door-access system. These separate contexts let the club provide the information needed for a task without making every user an administrator.

What the feature supports

What roles and permissions includes

Administrator context

Control the organisation, offer and operational settings.

Reception workspace

Handle members, enquiries, bookings, messages and check-in.

Instructor workspace

Work with assigned sessions, attendance and enabled progression.

Member and kiosk views

Separate participant self-service from session check-in and staff administration.

Benefits by role

Shared information. Clear responsibilities.

Each person takes part in the workflow with access suited to their responsibilities.

Owner

Keep control over who can access each operational area.

Staff

Work in a view focused on assigned tasks rather than unrelated settings.

Member or parent

Access the participant and family context appropriate to the account.

Related features

Connect this workflow with the rest of your club.

Explore the features that share these records and support the next step.

Members and familiesAttendance and check-inDocuments and consents

Especially useful for

See how this workflow fits different types of organisation.

FAQ

Roles and permissions: common questions

Does reception need an administrator account?

No. Reception has its own workspace and role-specific operational access.

Do coaches have a separate view?

Yes. The instructor context supports their calendar, groups, attendance and enabled progression.

Does every employee see every record?

Access depends on role and scope. Confirm the configuration against your organisation’s responsibilities.

See roles and permissions in your club’s workflow.

Bring your workflow. We will show its setup and daily use.

See this feature in a demo