Overview
This article explains Roles and their purpose within Clubware.
The article is divided into the following twelve topics:
What are roles
Preset roles
Custom roles
Role scope
Local and global actions
Local actions
Global actions
Who can apply roles
Where do I apply roles
Organisation level
Branch level
Which roles should I apply
What are roles
Roles are a combination of Permissions given to Staff members.
Without Roles, Staff members can log into Clubware but have no Permissions to do anything.
Permissions allow you to either:
- View information
- Manage information (add, modify, remove), or
- Assign Roles to other Staff members.
For more information on Permissions, click here.
Preset roles
By default, there are seven preset Roles to choose from, listed below in order of hierarchy:
- Admin
- Master Franchiser
- Franchisee
- Branch Manager
- Receptionist
- Personal Trainer (PT)
- Trade
Note: Preset Roles are created during the onboarding process.
The Roles described in this article are not necessarily the Roles you will have within your Organisation.
The following table displays the seven preset Roles and the Permissions they provide:
Permission | Admin | Master Franchiser | Franchisee | Branch Manager | Receptionist | Personal Trainer (PT) | Trade |
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Assign role Admin | ![]() |
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Assign role Master Franchiser | ![]() |
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Assign role franchisee | ![]() |
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Assign role branch manager | ![]() |
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Assign role receptionist | ![]() |
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Assign role personal trainer | ![]() |
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Assign role trade | ![]() |
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Change application settings | ![]() |
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Manage branch group | ![]() |
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Manage branch settings | ![]() |
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Manage bulk transfer | ![]() |
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Manage classes | ![]() |
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Manage correspondence | ![]() |
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Manage member | ![]() |
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Manage membership | ![]() |
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Manage membership plan | ![]() |
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Manage organisation settings | ![]() |
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Manage payment option | ![]() |
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Manage product | ![]() |
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Manage product price | ![]() |
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Manage sale | ![]() |
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Manage sessions | ![]() |
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Manage SMS template | ![]() |
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Manage staff member | ![]() |
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Run report | ![]() |
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Send ad hoc SMS | ![]() |
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View arrival | ![]() |
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View member | ![]() |
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View membership plan | ![]() |
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View products | ![]() |
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View reports | ![]() |
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View staff member | ![]() |
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Custom roles
Custom Roles are commonly used when the default preset Roles do not meet your organisational requirements.
For more information on adding custom Roles, click here.
Role scope
When you set a Role for a Staff member within their Security group settings, you must also set which Branch(es) / Branch group(s) the Role should be applied to. This is referred to as the Scope.
In the example below, a Staff member has been given a Branch Manager Role.
The Scope of the Branch Manager Role is within the St Kilda and Southbank Branches:
The Scope enables you to give Staff members different Permissions in each Branch / Branch group.
In the example below, a Staff member has been given a Branch Manager Role and a PT Role.
The Scope of the Branch Manager Role is within the St Kilda Branch.
The Scope of the PT Role is All Branches:
The Scope sets where the Role applies.
Just as you cannot view/modify something if you do not have the Permissions to do so, you cannot view/modify something if you do not have the Scope to do so.
Local and global actions
Some actions performed in Clubware must be applied globally (such as disabling a Staff member who has Roles across multiple Branches or deleting a class that has been made available in multiple Branches) and others can be done at a local level (such as removing a Branch from a Staff member's Role).
Local actions
An action performed on part of a Scope is called a Local action
e.g. in order to remove a Branch from a Staff member's Role, you only require the Manage staff member Permission in the Branch you wish to remove (not all Branches the member has a Role within).
In the example below, Staff member Andrew has been given an Admin Role.
The Scope of his Admin Role is within the St Kilda Branch:
Emma has been given a Branch Manager Role
The Scope of her Branch Manager Role is within the St Kilda and Southbank Branches:
Andrew wants to remove Emma's Branch Manager Role.
Role removal can be performed on a single Branch, therefore it is considered a Local action.
Although Andrew's Admin Role gives him the Permissions to remove Branch Manager Roles, his Scope is limited to the St Kilda Branch only.
- Andrew is able to remove Emma's St Kilda Branch Manager Role.
- Andrew is unable to remove Emma's Southbank Branch Manager Role.
Notice the X is missing from the Southbank Branch preventing him from removing it from Emma's Security group settings.
Andrew now wants to give Emma a PT Role.
Adding a new Role can be performed on a single Branch, therefore it is considered a Local action.
Although Andrew's Admin Role gives him the Permissions to add a PT Role for Emma, the only Scope he can give her for the new Role is within the St Kilda Branch:
Global actions
Actions that must be performed on the entire Scope are called Global actions
e.g. in order to deactivate a Staff member, you must have the Manage staff member Permission across all the Branches the Staff member has a Role within.
In the example below, Staff member Andrew has been given an Admin Role.
The Scope of the Admin Role is within the St Kilda Branch:
Emma has been given a Branch Manager Role
The Scope of her Branch Manager Role is within the St Kilda and Southbank Branches:
Andrew wants to deactivate Emma, as she has left the company.
Deactivation is a Global action that is applied to all Branches Emma has a Role in.
Although Andrew's Admin Role gives him the Permissions to deactivate Staff members, his Scope does not apply across all of the Branches Emma has a Role in.
The deactivation option is not displayed to Andrew, as he does not have the Scope to deactivate Emma.
He will need to request someone with both the Role and Scope across all of Emma's Branches to perform this Global action.
Who can apply roles
Any Staff member with a Role that contains a Permissions beginning with "Assign role ..." can assign other Staff members a Role within their Scope.
The following preset Roles can assign other Staff members a Role:
- Admin
- Master Franchiser
- Franchisee
- Branch Manager
The Permission required to change Roles are:
- Assign role Admin
- Assign role Master Franchiser
- Assign role Franchisee
- Assign role Branch Manager
- Assign role Receptionist
- Assign role PT
- Assign Trade
The Roles you are permitted to assign to other Staff members are dependent on your Role and the Scope of your Role:
Admin | Master Franchiser | Franchisee | Branch Manager | Receptionist | Personal Trainer (PT) | Trade | |
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Assign role Admin | ![]() |
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Assign role Master Franchiser | ![]() |
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Assign role Franchisee | ![]() |
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Assign role Branch Manager | ![]() |
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Assign role Receptionist | ![]() |
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Assign role PT | ![]() |
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Assign role Trade | ![]() |
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Where do I apply roles
Roles are applied to Staff members at either Organisation level or Branch level:
Organisation view
Organisation level enables Roles to be assigned to a Staff member across multiple Branches or Branch groups.
To modify a Staff member's Role at Organisation level:
Navigate to Organisation level (light coloured menu)
Click on Staff
Roles are set within the Security groups panel of the Staff member profile:
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Select a Staff member from the Staff member list |
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Click Edit in the Security groups panel (top right-hand side) |
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Select the Role you want to assign to your Staff member |
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Select the Branch(es) / Branch group(s) the Staff member's Role will extend across |
For more information on adding a Role, click here.
Branch view
Branch level enables Roles to be assigned to a Staff member within one Branch only.
To modify a Staff member's Role at Branch level:
Navigate to Branch level (dark coloured menu)
Select a Branch (optional)
Click on Staff
Roles are set within the Security groups panel of the Staff member profile:
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Select a Staff member from the Staff member list |
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Click Edit in the Security groups panel (top right-hand side) |
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Select the Role you want to assign to your Staff member |
For more information on adding a Role, click here.
Which roles should I apply
The seven preset Roles may be applied as you wish, however they have been designed for the following recommended purposes:
Role | Purpose |
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Admin | Full rights to do everything. This Role should be applied to any person that is responsible for administering the Clubware solution to Staff members and/or Branches; including the Permissions that should be granted and the creation/maintenance of Membership plans. This would usually be the owner of the club/franchise or Head office Staff members hired to make these decisions on behalf of the club/franchise owner. |
Master Franchiser | Able to do everything except assign admin, master franchise, or franchisee Roles, or create/maintain Membership plans, this Role would best be suited for someone who looks after multiple Branches (such as a field manager). |
Franchisee | Able to do everything except assign admin, master franchise, or franchisee Roles, or create/maintain Membership plans, this Role would best be suited for someone who owns one or more Branches in a franchise. |
Branch Manager | Able to do everything except assign admin, master franchiser, franchisee or branch manager Roles, or create/maintain Membership plans, this Role would best be suited for someone who manages one or more Branches. |
Receptionist | Able to view Staff members, Members, Arrivals, and Reports and maintain Members and Memberships, this Role is designed for people working on the gym floor (such as receptionists) |
Personal Trainer (PT) | This plan is locked down to view Members, and maintain Sessions only. This would best be suited to new Staff member trainees or PT Instructors (if they take Bookings within Clubware). |
Trade | If there is no reason a Staff member requires access to Clubware, you have an option to assign a Trade Role. This could be a contractor e.g. A Class Instructor or Personal Trainer (that leave Bookings within Clubware for a receptionist to do) or any contractors that require an Access card e.g. cleaners, fire safety inspectors or IT staff. |