Creating and Managing Custom Staff Roles

(Please note that this feature requires a subscription to our Coacha Custom Plan. If you are on any other payment plan and want to test this feature, simply email [e-mail] for a complimentary 14 day free upgrade to Coacha Custom).

Take control of your club like never before with Custom Roles. Build roles that are tailored to your team and unlock the flexibility to manage permissions exactly the way your club needs.

What are Custom Roles?

System Roles: These are the built-in roles in Coacha; Admin, Coach Full, and Coach Limited. They have predefined permissions and cannot be edited.

Custom Roles: These let you define permissions specific to your club. You decide which areas staff members can access and manage.

Tip: Think of custom roles as an extra layer of flexibility. System roles stay in place, but you can supplement them with roles that are customised to your setup.

Creating Custom Roles 

Now on to the good stuff! How to actually set up and use a Custom Role. We have made the process of managing unique permissions for your staff as simple as possible. 

Step 1: Navigate to the People>Staff Roles section from your dashboard.

Step 2: Select “Custom Roles Click on the Create New Role tab.

• Create a Role
  • Enter a role name.
  • Choose the permission categories you want this role to include.
    1. Permissions Categories: Permissions are grouped into categories (e.g. Classes, Registers, Club Store) and you can toggle all permissions within a category
    2. Specific Permissions: You can also select specific sections within a permission category.

Select the permissions you would like the role to have. Be sure to read the 'yellow' notices to understand a little more about how the permissions will be applied. 

Don't forget to click 'Create this role' to save your changes

Assigning a custom role

Next your need to assign the new role to your staff members. This is done in the same way that you would apply the standard roles. In the drop down list you will now see the new roles you have created. 

Step 1: Return to People section: Click into People > Your Staff.

Step 2: Select an existing staff member or click Add new staff.

Step 3: Assign the role you created using the drop-down menu found above the Staff members name. 

Step 4: Remember to click Save or Add Staff to ensure your hard work is saved! 

💡Important:: After assigning/creating a custom role, the staff member must log out and log back in for permissions to take effect.

Editing or Deleting a Custom Role

Step 1: Go to People > Staff Roles.

Step 2: In the Roles List, find the role you wish to update. Click the cog icon to edit, copy icon to duplicate role or the bin icon to delete.

Step 3: Remember to save any changes made! 

Note: You can only delete custom roles if they are not currently assigned to a staff member. You will need to assign staff to a different role if you would like to delete the role from the system. 

FAQs

Q: Do custom roles override system roles?
A: No. The default system roles remain in place. Custom roles simply add more flexibility for assigning permissions.

Q: Will staff automatically see their new permissions?
A: No. Staff must log out and then log back in for changes to apply.

Q: What happens if I try to delete a custom role that is still assigned to a staff member?
A: The system will not allow you to delete it until it is unassigned. Reassign the staff member to another role, then delete the custom role.

Thanks!

The Coacha Team