Inviting staff and choosing roles

Most schools have at least an owner, a head instructor, and a front-desk person. Rosterra keeps the role list short so it is easy to pick the right one.

The four roles

• Owner. Full access. Billing, refunds, staff management, deletion. The owner of the business should hold this.
• Admin. Full access to day-to-day operations. Cannot manage other staff or change subscription billing. Good for a head instructor or studio manager who runs the place.
• Instructor. Sees their classes, takes attendance, files promotions. Cannot see billing. Good for the people teaching on the floor.
• Front desk. Checks people in, registers new students, takes payments at the desk. Cannot promote, cannot edit waivers. Good for receptionists and helpers.

A staff member can have only one role at a time. To give an instructor extra power, set them to Admin and let them carry both jobs.

Inviting someone

1. Go to /settings/staff and click Invite staff member.
2. Type their email and pick a role.
3. They get an email with a link to set their password.

The invitation is valid for 7 days. If they miss it, resend from the same page.

Multi-location staff

If you run more than one location, you can scope a staff member to specific sites. They see only data for the sites they are assigned to. The owner role always sees everything regardless of scope.

Removing staff

When someone leaves, deactivate them at /settings/staff. This:

• Revokes their login immediately.
• Preserves all their history (attendance they took, promotions they filed) so the audit trail is intact.
• Frees their seat (Rosterra prices by location, not per-seat, but inactive accounts make the list quieter).

Two-factor authentication

We require 2FA for the owner role and recommend it for admins. Turn it on at /settings/security. Standard authenticator apps (Google Authenticator, 1Password, Authy) all work.

What about contractors?

Coaches who teach a few classes a month do not need a Rosterra login unless they are taking attendance themselves. If they are, an Instructor role is the right fit.