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Where to find this: People → Staff (Admin only). Settings does not have a Staff entry.

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Admin-only actions and staff notifications

Creating a new client or a reusable form field requires an Admin. Coaches can select existing form fields; a restricted creation action explains that an Admin is needed. Page access does not by itself expand those action permissions. An Admin can also pause staff notification emails for everyone in the selected group without changing their saved personal preferences. See Staff email notifications.

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What you’ll accomplish

Build your coaching team by adding staff members, controlling which platform features they can access, and managing their roles as your business grows.

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Understanding staff roles

CoachIQ has two staff roles with different permission levels:
Full platform access — staff cards can show Full Access. No restrictions.What Admins can do:
  • Access every page and feature
  • Manage staff (add, remove, change roles)
  • Configure all settings
  • View all financial data
  • Control page blocking for Coaches
When to use:
  • Business owner (you)
  • Business manager or operations lead
  • Anyone who needs complete access
Pro tip: Only assign Admin role to people you trust completely with financial access and business decisions.

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Adding staff members

1

Navigate to Staff tab

From the People section, click the Staff tab at the top.
The Staff tab is only visible to Admin users.
2

Click Add Staff

In the top-right corner, click the + Add Staff button.
CoachIQ Add Staff button on the Staff tab
3

Enter email address

Type the email address of the person you want to add and press Enter or click Add Staff.
CoachIQ Add Staff email entry dialog
What happens:
  • Staff member is immediately added to your organization
  • They’ll appear in both Staff tab AND Clients tab
  • Default role: Coach (staff cards can show Full Access)
  • No email is sent - you’ll need to tell them they’ve been added
4

Tell them to log in

Inform your new staff member:“I’ve added you to our CoachIQ organization. Log in at app.coachiq.io with your email address. If you don’t have a CoachIQ account, you’ll be able to create one during login.”When they log in, CoachIQ automatically connects them to your organization and gives them access based on their role.

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Managing staff access (blocking pages)

Coach access works on two levels:
  • Default Coach Access is the fallback every coach inherits. Set it from People → Staff → Manage Staff Access (next to Add Staff).
  • Custom access is a per-coach set of page blocks that overrides the default for that one person. Set it by opening the coach from Staff.
Each row on Staff shows the person’s name, their role (Admin or Coach), and an access column. A coach on the default reads Full Access when nothing is blocked; a coach with their own restrictions shows a different access label. Admins always show Full Access: they can view all pages and cannot be restricted.
People Staff list with a Coach and an Admin, both Full Access
1

Open Manage Staff Access

On People → Staff, click Manage Staff Access.That opens Default Coach Access.
2

Review who it applies to

The banner reads Managing access for: Coaches without custom access.
3

Block Access

Under Block Access:“Select pages that should be blocked by default. Coach-specific settings override this fallback. Admins can view all pages.”Use Select pages to block. If nothing is blocked, status is All Pages Accessible.
4

Save or cancel

Click Update Settings to save, or Cancel.
Default Coach Access: Coaches without custom access, Block Access
An Admin staff profile shows User Details with Role set to Admin. There is no blocked-pages control on that Admin profile — Admins can view all pages.
Admin staff User Details with Role Admin and no blocked-pages control

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Custom access for one coach

Since September 2026 each coach can carry their own page restrictions instead of sharing one list with every other coach.
1

Open the coach from Staff

On People → Staff, click the coach’s card to open their profile. User Details shows Role set to Coach.
2

Set their custom access

Use the coach’s access settings to choose which pages this person is blocked from. Anything you set here overrides Default Coach Access for this coach only; the banner on the default screen (“Coach-specific settings override this fallback”) is describing exactly this.
3

Save

Save the change. Back on Staff, the coach’s access column no longer reads Full Access, and the change applies the next time the coach loads a page.
A coach with no custom access keeps following Default Coach Access, so you can leave most coaches on the default and only customize the exceptions (a front-desk coach who should see Payments, or a part-time trainer who should not see People).
Keep the default as the most restrictive set you are comfortable with, then open up individual coaches. That way a newly added coach starts locked down until you decide otherwise.

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What a page block also hides

Blocking a page hides more than its menu item. The block carries through to the places that show the same information: A client’s Credits tab always stays visible. Payment Methods shows when either Transactions or Subscriptions is allowed. Copilot follows the same blocks, and picks up a change right away in the same chat: a blocked area gets a message to ask an Admin, while other questions are still answered. A connected AI assistant also respects the coach’s blocks and keeps access to the actions those blocks don’t cover.

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What coaches can do on client profiles

When a coach’s access doesn’t block Clients, they can:
  • See and edit a client’s custom field values. Adding or deleting a custom field for everyone stays with Admins, so those buttons are hidden for coaches.
  • Use Update User to fix a client’s name, email or phone. Staff members’ details are read-only for coaches, and a coach can’t change the email, phone or CC emails of a client who also belongs to another group; the message says only an Admin can.
In Inbox, coaches see the products, sessions, forms and media attached to messages in any conversation they can open. Coaches can unsend only their own messages. In notification preferences, coaches see a one-line status of the group’s staff emails (active or paused) with a Delivery details link. Only Admins see the pause and resume control.

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Blocking or removing a coach

Separate from page access, a coach profile also has Block or Remove:
  • Block User — Prevent this user from joining this group or the entire organization. You can specify a reason for your records. Button: Block User.
  • Remove from Group — Remove this user from the current group. They will lose access to all group content. Button: Remove User.
Coach profile Block or Remove: Block User and Remove from Group
See also Block or remove an athlete.

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Changing staff roles

Promote coaches to admins or demote admins to coaches as your team evolves.
1

Find the staff member

In the Staff tab, locate the person whose role you want to change.
2

Open their profile

Click on their card to open their full profile (same as client profiles).
Staff members appear in both the Staff tab and Clients tab with identical profiles.
3

Change role

In the User Details sidebar (right side), find the Role dropdown and change between:
  • Admin
  • Coach
CoachIQ User Details sidebar showing the Role dropdown
Effect is immediate:
  • Coach → Admin: Gains full access. Admins can view all pages.
  • Admin → Coach: Subject to Default Coach Access until you give them custom access
Be careful: Changing someone to Admin gives them immediate access to all financial data, settings, and the ability to manage other staff.

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Staff profiles

Staff members have the same profile structure as clients with all the same tabs. What you can view:
  • All Activity - Everything they’ve done in the platform
  • Messages - Conversation history
  • Bookings - Sessions they’re coaching or attending (if they also train)
  • Credits - If they’re both staff and a client
  • Products - Purchases (if they’re also a customer)
  • Transactions - Revenue data (if applicable)
  • Family - Linked family members
  • Media - Content shared with them
Use case: If a staff member is ALSO a client (e.g., a coach who also trains with you), they appear in both tabs and have activity in both capacities.

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Removing staff members

1

Navigate to Clients tab

Go to People → Clients (not Staff tab).
Staff members appear in both tabs, but deletion only works from Clients tab.
2

Find the staff member

Locate the person you want to remove using search or filters.
3

Open their profile and change their role

Click on their card, change their role to parent or athlete
4

Remove

Click the Trash Can icon in profile headerWhat happens:
  • Removed from both Staff and Clients tabs
  • Loses access to your organization immediately
  • Their created content (schedulers, bookings, messages) remains

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Common questions

Yes. Default Coach Access applies to every coach without custom access. To give one coach a different set of page blocks, open that coach from People → Staff and set their custom access; it overrides the default for that person only. Admins can view all pages and cannot be restricted. See Custom access for one coach.
No problem. When they log in, CoachIQ automatically connects them to your organization. They’ll see your org in their account switcher (if they work for multiple orgs).
No. CoachIQ doesn’t send emails. You need to manually tell them they’ve been added and should log in at app.coachiq.io.
Only Admins can see the Staff tab. Coaches cannot view or manage other staff members.
All past bookings remain intact with the coach’s name attached. Future bookings assigned to that coach stay in the calendar. You’ll need to manually reassign or cancel them.
This depends on your CoachIQ plan. Check your billing settings or contact support for your specific limit.
Yes - technically you can remove admin/coach access by switching their role to a athlete or parent.

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Pro tips

Start restrictive, then open up: When hiring your first assistant coach, block most pages initially. As they prove themselves, gradually grant more access rather than taking access away later. Document your page blocks: Keep a note of which pages you’ve blocked by default and which coaches have custom access, and why. This helps when onboarding new staff or troubleshooting “why can’t I see this page” questions. Admin role for partners only: Only make someone an Admin if they’re a true business partner. Assistant coaches rarely need Admin access. Use role changes strategically: Promote a coach to Admin temporarily if they need to handle something while you’re away, then demote back to Coach after. Test their access: After adding a new coach, ask them to log in while you’re available to help troubleshoot any access questions.

Client Profiles

Understand how staff profiles work (identical to client profiles)

Tags & Organization

Use tags to organize both clients and staff members

Settings - Team Permissions

Advanced team management and permission settings