Team and Role Overview
Understand staff users, roles, permissions, location scope, invitations, PINs, and disabled accounts.
Core concepts
Staff users are the people who sign in to the staff app. They are separate from member profiles.
Roles define what a staff user can see and do. Topo's navigation is permission-based, so missing permissions can hide menu items.
Location access controls which gym locations a staff user can work with. A staff user can have all locations or a specific list of locations.
Staff PINs are used for quick lock and unlock workflows. Owners or managers with staff-edit permission can reset a PIN.
Disabled staff cannot authenticate. Re-enabling restores access without creating a new account.
Default role patterns
Owner: full access. Use sparingly for the people responsible for billing, roles, settings, and sensitive operations.
Manager: broad operational access, usually appropriate for general managers and senior operators.
Front Desk: daily member, POS, check-in, task, inbox, and limited operations access.
Route Setter: routes, route sets, areas, and related shift/task workflows.
Instructor: assigned event/course views, attendance-related work, and limited member visibility needed for instruction.
Where to manage team access
Staff > Team shows active staff, pending invitations, disabled staff, roles, location access, and staff actions.
Staff > Team > Roles shows permission categories, templates, system roles, custom roles, and default location access for roles.
Staff > Account > API Keys uses the same role model for API keys, so technical access should be reviewed alongside human staff access.
Common issues and fixes
A staff member cannot see a menu item: check their role permissions first.
A staff member cannot use POS or routes at a location: check their location access and the selected location.
A staff member forgot their PIN: reset the PIN from the Team page so they can set a new one on next sign-in.
A staff member left the gym: disable them instead of sharing or reusing their login.