Assign and Edit Roles
Create roles from templates, edit permissions, set default location access, and assign roles to staff.
Create a role
Go to Staff > Team > Roles.
Choose New role.
Start from a template or start blank. Templates are only a starting point; review permissions before saving.
Enter a role name.
Review each permission category and check only the actions this role needs.
For multi-location gyms, set the role's default location access.
Create the role.
Edit a custom role
Open Staff > Team > Roles.
Expand the role.
Rename the role if needed.
Change permission checkboxes. Permission edits autosave.
Update default location access if needed.
Review staff assigned to the role after any major permission change.
Assign a role to staff
Open Staff > Team.
Edit the staff member.
Choose the new role.
Review location access. Role defaults may help, but the staff user's location access is what applies to that person.
Save.
System role rules
Owner always has full access. Its permissions cannot be reduced.
System roles can be renamed for display, but their built-in permissions are managed by Topo.
Custom roles can be deleted only after all staff are reassigned away from that role.
Deleting a role does not delete staff users, but Topo blocks deletion while staff are still assigned to it.
Common issues and fixes
A permission checkbox is disabled: you may be viewing a system role or lack role-edit permission.
A role cannot be deleted: reassign staff off the role first.
A staff user still cannot see a page after role change: confirm the role includes the exact permission for that menu item and that the staff user is active.
A staff user can see a page but not a location: update their location access on the Team page.