Users

Settings > Users is where you control who can sign into the admin and what they can do once they are in. Every organization user holds exactly one of five roles. A role is a default bundle of permissions, not a hard-coded wall - what an operation allows is decided by the permission it requires, and an admin can fine-tune each role’s permissions in the permission editor. See Roles and permissions for the full model. Staff can sign into the admin dashboard with Google, Apple, Facebook, or an email and password. See Signing in for all supported methods and how to add a password to an account that was created with a social provider.

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Overview

From the Users page you can:

• Invite people to the admin, either from an existing contact or as a brand new person.
• Assign a role - Admin, Manager, Front desk, Instructor, or Member.
• Mark an Admin as owner so they can delete the organization.
• Edit a user’s role and, for instructors, their instructor profile.
• Resend or delete invitations that are still pending.
• Send a password reset to another active user.
• Remove a user from the organization.

Managing users is a staff-management capability (staff.manage.organization), so admins and managers can reach this page. Managers act within a role hierarchy (see Who can manage whom).

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The roles

1Club ships with five roles. Pick the one closest to what the person actually does day-to-day. Each role is a default set of ${module}.${action}.${scope} permissions. The full module-by-module matrix lives in Roles and permissions. You can also open the Role permissions info icon in the invite or edit dialog to see the same grid without leaving the page.

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Owner flag

Owner is a separate flag on the user, not a sixth role. An Admin can be marked as Account owner, and only owners can delete the organization. The Account owner toggle appears only when the role is set to Admin - switching to any other role clears it. Owners bypass permission gates by design.

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The Users page

Open Settings > Users. The page is a single table of every organization user with these tabs across the top:

• All - everyone in the organization.
• Admin, Manager, Front desk, Instructor, Member - filtered by role.

Each tab shows a badge with the count. The search box filters by name or email and resets pagination. Each row shows the user’s name and avatar, a role chip (plus an Owner chip if applicable), status (Active, Invited, Pending invite, Expired), and their join date. Click an active user row to open the edit dialog.

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Inviting a user

Click Invite user in the top right. The dialog opens with a role picker and a mode toggle:

• Add new user - enter first name, last name, and email (plus optional contact details).
• Select existing contact - pick someone who already exists in your contact list.

Then choose a role from the five above. If you pick Admin, an Account owner toggle appears - turn it on only if this person should be allowed to delete the organization. Submit, and 1Club sends an invitation email. The user appears in the table with status Invited until they accept. If you pick Instructor for someone who does not yet have an instructor profile, the dialog shows the instructor fields inline so the profile is created in the same step. This is so an instructor always has a profile to attach classes, bookings, and schedule slots to. For an instructor you can also toggle Allow admin portal access to decide whether they get a login and invitation email or exist only as a bookable resource.

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Editing, resetting, and removing

Click any active user row to open the edit dialog. You can change their role, toggle the owner flag (Admin only), edit their contact details, or - if they have an instructor profile - edit instructor-specific fields. You cannot edit your own account from this page. From the row’s actions menu:

• Send invitation / Resend invitation - Send invitation appears for users in Pending invite state (no email sent yet); Resend invitation appears for users still Invited or Expired. Both send a fresh email.
• Reset password - Sends a password reset email to another active user, so they can set a new password from the link. This does not set a password directly for them. Available to admins for active users other than themselves.
• Delete invitation - Cancels an unaccepted invite.
• Remove user - Removes an active user from the organization. The contact record (if any) stays; only the organization-user link is deleted.

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Statuses

• Active - signed up and using the admin.
• Invited - invitation sent, waiting for the user to accept.
• Pending invite - the invitation has not been sent yet (for example, created from a contact without an email). Use Send invitation when ready.
• Expired - the invitation link expired. Use Resend invitation to send a new one.

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What changing a role does

Roles replace each other - there is no permission delta or stacking. When you move someone from Front desk to Manager, their old permissions are dropped and the Manager set is applied wholesale. The owner flag is preserved across role changes, but the owner flag still requires the Admin role. Existing sessions pick up the new role on their next request. There is no force sign-out button - if you need someone out immediately, Remove user.

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Who can manage whom

User management is bounded by a role hierarchy (admin is more senior than manager, which is more senior than front desk and instructor, which are more senior than member):

• Admins and owners can manage anyone, assign any role, and grant Admin or account ownership.
• Managers can invite, edit, reset the password of, and remove users whose role is below manager (front desk, instructor, member), and can promote someone up to manager. Managers cannot modify themselves, an admin, or another manager, and can never grant the Admin role or account ownership.
• Front desk, instructor, and member roles cannot manage users at all.

This hierarchy is enforced on both the client and the server, so a blocked action fails even if someone reaches it by a direct link.

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Worked examples

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Onboarding a receptionist at a climbing gym

You hire a new front-of-house staff member. Click Invite user, keep Add new user, enter their name and email, and choose Front desk. They receive an invitation email and appear as Invited. Once they accept, they can take bookings, check climbers in, and run point of sale, but they cannot open organization settings or analytics.

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Adding a visiting muay-thai coach as an instructor

A guest coach will run a block of classes. Invite them with the Instructor role. Because they have no instructor profile yet, fill in the inline instructor fields (sports, type, bookable). Leave Allow admin portal access on if they need to see their own schedule and check-ins in the admin, or turn it off to keep them as a bookable resource only.

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A manager promoting a padel front desk lead

A club manager wants to promote a trusted front desk lead. The manager opens the user, changes the role from Front desk to Manager, and saves. The manager can do this because promoting up to manager is allowed. They could not promote the same person to Admin - only an admin or owner can grant Admin.

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Handing over ownership at a yoga studio

The studio founder is stepping back. An admin who is also the owner invites the incoming owner as Admin, turns on Account owner, and saves. Both are now owners and can delete the organization; the founder can be removed later once the handover is complete.

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Tips and best practices

• Match the role to the job. Start people on the narrowest role that lets them work, and move them up only when they need more.
• Reserve owner for the few who truly need it. Only owners can delete the organization, so keep the owner list short.
• Use Reset password, not shared logins. Never share one admin login - invite each person and send a reset if they are locked out.
• Clean up invitations. Delete stale Pending invite or Expired rows so the table reflects who really has access.
• Remove leavers promptly. There is no force sign-out, so Remove user is how you cut access immediately.

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Troubleshooting

Issue: A manager cannot edit or remove another manager or an admin. Solution: This is by design. Managers can only manage roles below manager and promote up to manager. Ask an admin or owner to make the change. Issue: The Account owner toggle disappeared. Solution: Account owner is only available for the Admin role. If you switched the role away from Admin, the owner flag is cleared. Set the role back to Admin to re-enable it. Issue: I invited an instructor but they have no schedule to manage. Solution: The instructor needs an instructor profile. Complete the inline instructor fields in the invite or edit dialog so classes, bookings, and slots have a profile to attach to. Issue: A user says they never got their invitation. Solution: Check the status. If it is Pending invite, use Send invitation. If it is Invited or Expired, use Resend invitation. Ask them to check spam. Issue: I need to change my own role. Solution: You cannot edit your own account here. Ask another admin to update it in Settings > Users.

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Related

• Roles and permissions - The full module-by-module permission matrix and the permission editor.
• Profile - Your own account, password, language, and theme.
• Signing in - Sign-in methods and adding a password to a social account.
• Access control - Door check-in modes, separate from admin roles.
• API tokens - Service tokens for programmatic access; not the same as user invites.