Users

Users are the people who can sign into your 1Club admin, and every organization user holds exactly one of five roles that decides what they can do once they are in. Owners and admins invite and manage them here, and managers manage staff from the Staff section. 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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When to use it

Give each person on your team their own login with the narrowest role that fits their job. A receptionist can run the desk without reaching settings, a coach sees only their own classes, and you can take access away when someone leaves. Typical uses:

• Onboarding a receptionist - a climbing gym invites new front-of-house staff as Front desk, so they can take bookings, check climbers in, and run point of sale, but not open organization settings or analytics.
• Bringing in a guest coach - a muay-thai gym adds a visiting coach as Instructor, either with an admin login to see their own schedule or as a bookable resource only.
• Promoting from within - a padel gym manager promotes a trusted front desk lead to Manager without needing an admin.
• Handing over ownership - a yoga studio founder makes the incoming owner an Administrator with Account Owner on, and can be removed once the handover is complete.

See Worked examples for the steps behind each of these. This page sits under Settings, so opening it needs organization settings access (settings.read.organization), which only admins hold by default. Managers hold staff management (staff.manage.organization) instead: they invite and manage admins, managers, and front desk from Staff > Team, and instructors from Staff > Instructors (see Staff), 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 click the Roles & permissions help icon (a question mark) 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 Administrator - switching to any other role clears it. Owners bypass permission gates by design. You cannot remove the last account owner, or take the flag off them; make someone else an owner first.

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The Users page

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

• All - everyone in the organization.
• Administrator, Manager, Front Desk, Instructor, Member - filtered by role. The page opens on Administrator.

Each tab shows a badge with the count. The search box filters by name or email and resets pagination. Each row shows:

• Contact - the user’s name and avatar.
• Role - a role chip, plus an Owner chip if applicable.
• Status - Active, Invited, Pending invite, or Expired.
• Sign-in methods - one icon per way the person can sign in: each social provider, a key when the account has an email and password, and a phone when a verified phone number is accepted for sign-in at your gym. Hover an icon to see the address behind it. This helps when an invitation never looks accepted because the person signed in with a different account.
• Joined - the date they joined, or were invited.

Click an active user row to open the edit dialog.

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Inviting a user

Click Invite in the top right. The Add staff member 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 Administrator, an Account Owner toggle appears - turn it on only if this person should be allowed to delete the organization. Click Send Invitation, and 1Club sends an invitation email. The user appears in the table with status Invited until they accept. If you pick Instructor, the mode toggle disappears and 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 (Create and Invite) or exist only as a bookable resource (Create).

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Editing, resetting, and removing

Click any active user row, or choose edit from the row’s actions menu, to open the Edit User Role dialog. You can change their role, toggle the owner flag (Administrator 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. For any role other than Instructor, the dialog also shows Can also teach as instructor. Turn it on to add an instructor profile (sports, hourly rate, schedule) so the person can be assigned to classes and booked, without changing their primary role. Turn it off to deactivate that profile. If you change someone’s role to Instructor and they have no profile yet, fill in the instructor fields that appear to complete the promotion. From the row’s actions menu:

• Send Invitation / Resend - Send Invitation appears for users in Pending invite state (no email sent yet); Resend appears for users still Invited or Expired. Both send a fresh email after you confirm.
• Reset password - Sends a password reset link to another active user, so they can set a new password from it. This does not set a password directly for them, and their current password and sessions keep working until they complete the reset. On this page it is 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 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. They do this from Staff > Team and Staff > Instructors, which only offer the actions and roles they are allowed.
• Front desk, instructor, and member roles cannot manage users at all.

The server enforces this hierarchy, 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, 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 gym manager wants to promote a trusted front desk lead. The manager opens Staff > Team, 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 Administrator, 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 open Settings > Organization > Users. Solution: This page needs organization settings access, which managers don’t hold by default. Managers manage staff from Staff > Team and Staff > Instructors instead. 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 Administrator 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. Ask them to check spam. Also check Sign-in methods: if they signed in with a different account, such as a personal Google address, the invitation to their work address stays unaccepted. Issue: I need to change my own role. Solution: You cannot edit your own account here. Ask another admin to update it in Settings > Organization > Users.

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Related

• Roles and permissions - The full module-by-module permission matrix and the permission editor.
• Staff - Where managers manage the team and instructors.
• 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.