Build your team

Invite a staff member who will make their own account

Sidebar → Administration → Staff · /studios/{studioId}/staff

1. 1Open Staff and click Invite Staff.
2. 2The dialog is "Invite a Staff Member". Enter their Email address.
3. 3Pick a Role. The options carry their own descriptions: Admin — "Full access except owner actions"; Instructor — "Check-in, attendance, milestones"; Front Desk — "Members, check-in, attendance". Instructor is the default.
4. 4Click Send Invite. An email goes out automatically.

• Owner is deliberately not on the list. There is no way to create a second owner from inside a studio.
• This is also the right path when the person already has a Catomni account — the invite reattaches their existing profile rather than duplicating it.

Create an account for someone who will not check their email

Staff → Create Account

Useful for the front desk hire who is standing in front of you. It produces a temporary password you read out once.

1. 1Click Create Account. The dialog is "Create a Staff Account".
2. 2Fill in First name, Last name, Email address and Role.
3. 3Click Create Account.
4. 4The dialog switches to "Account created" and shows a Temporary login block with Email, Password and Role. Use the copy button.
5. 5Give it to them, then click Done.

• The temporary password is shown once and never again. Copy it before you close the dialog.
• The dialog tells them what to do next: "have them sign in and change it in Account settings."
• If that email already has an account this refuses and points you at Invite Staff instead.

Chase or revoke an invite

Staff → Pending Invites

When you see thisThe Pending Invites card only appears when invites exist.

1. 1Find the person in the Pending Invites card.
2. 2Click Copy link to send it yourself — over text, or in a message. The card explains: "Invites expire after 7 days. An email was sent automatically — copy the link if you’d like to share it directly too."
3. 3To cancel one, click the X on the row to revoke it.

• Expired invites are marked Expired in red.

Change someone’s role

Staff → Active Staff

1. 1Find them in the Active Staff card — "Current team members with access to the studio dashboard."
2. 2Use the role dropdown on their row.
3. 3Confirm in the "Change role?" dialog.

• Admin appears in that dropdown only for an owner. Nobody else can promote someone to Admin.
• Your own row always shows a static badge instead of a dropdown. That is because it is yours, not because of your role — you cannot change your own role here whoever you are.
• Another owner’s row is a working dropdown when you are an owner yourself, so a studio with two owners can demote one. An admin with Manage staff sees a static badge on any owner row instead — they can manage everyone below owner and no further.
• If the person’s access has been customised, changing their role does NOT change their permissions. The confirmation dialog says so: their access stays exactly as you set it, and you have to go into "Edit access" to change it or reset them to their new role’s defaults. This surprises people — the role label moves and nothing else does.
• Rows carry badges: You on your own row, and "Custom access" on anyone whose permissions you have overridden.

Give one person a custom set of permissions

Staff → row menu (⋯) → Edit access

This is the owner’s headline power. Roles are defaults; this replaces them for one person. An instructor can be handed financial visibility, and an admin can be cut back.

When you see thisEdit access is owner-only, and only on active, non-owner members. The row menu is hidden entirely on your own row and on any owner’s row.

1. 1Open the row menu (⋯, labelled Actions) and choose Edit access.
2. 2The dialog is "Access for {name}". Read its description — it tells you whether this person is still following their role defaults or already has a custom set.
3. 3Work down the Module / Read / Write table. There is one row per module: Studio settings, Staff, Classes, Schedule, Members, Billing, Check-in, Attendance, Milestones, Messages, Announcements, Reports, Inquiries, Timesheets, Homework.
4. 4Tick what they should have. Only Members, Billing, Attendance and Reports have a Read cell; Reports has no Write cell. Anywhere there is no separate permission you get an em-dash instead of a checkbox.
5. 5Click Save access. To put them back on their role, use Reset to role defaults.

• Saving REPLACES their access — it does not merge with their role. Unticking a box takes that access away. This is the single most misread thing on the page.
• The dialog spells out the other trap: "Granting write access does not imply read access — tick both where a module offers both."
• Reset to role defaults is disabled when the person is already following their role.
• You cannot edit your own access, and you cannot restrict an owner.
• Every change writes a row to the audit log.

Remove or reactivate someone

Staff → row menu (⋯)

1. 1Open the row menu and choose Remove from studio.
2. 2Confirm in the "Remove staff member?" dialog.
3. 3To bring them back, find them in the Inactive Staff card — "Deactivated accounts — can be reactivated at any time." — and choose Reactivate.

• The Inactive Staff card only renders when there are inactive members and you hold Manage staff.
• You cannot remove yourself, and you cannot remove the last active owner.

Review a staff timesheet

Sidebar → Timesheets · /studios/{studioId}/timesheets

Timesheets has two halves. Every member of your studio sees the item and can log their own hours; the Review tab, the queue and the “awaiting review” badge belong to whoever holds the timesheet-review permission — owner and admin by default.

1. 1Open Timesheets. The header reads “Log your own hours and review the hours your instructors submit.” Switch to the Review tab.
2. 2Under “Awaiting review” — “Submitted hours, oldest first. Open a timesheet to see each entry before you decide.” — click Review on a row.
3. 3Read the entries. They are locked: “Hours as submitted. Entries on a submitted timesheet cannot be changed.”
4. 4Click Approve. The dialog asks “Approve {name}’s timesheet?” and warns “Approval is recorded with your name and the time, and cannot be undone here.” Confirm.
5. 5Or click Reject. “The sheet goes back to {name} with your note. They can correct the entries and resubmit.” Type a reason — it is required — then click Reject timesheet.

• Approval is a one-way door. A resubmit afterwards is refused with “An approved timesheet cannot be submitted again.”
• A rejection will not send without a reason. Leaving it blank gives “Give the instructor a reason so they know what to fix.”
• You cannot review your own timesheet — unless you are the owner, who has no second reviewer. Anyone else gets “You cannot review your own timesheet.” An owner self-approval is recorded as one.
• A sheet someone submitted still appears in the queue for them, but the Approve and Reject buttons are not there for them.
• Submitting emails everyone at the studio who can review timesheets. Your decision emails the instructor back — “Your timesheet at {studio} was approved” or “… was returned”.
• Those emails obey the recipient’s notification preferences, and the only screen for setting them is in the family portal — so a member of your team who is also a parent somewhere and has muted their message emails will not get them. There is no staff-side setting to check; the inbox and the queue are what they should work from.
• You cannot edit an instructor’s hours. Entries belong to the person whose sheet it is, and can only be changed while the sheet is a draft or has been returned.
• The History card on a timesheet is the full trail: every submission and decision, with who made it and when.