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Where to find this: People → Staff tab (Admin only)

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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 - No restrictionsWhat 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.
Add Staff Button Pn
3

Enter email address

Type the email address of the person you want to add and press Enter or click Add Staff.
Add Staff Email Pn
What happens:
  • Staff member is immediately added to your organization
  • They’ll appear in both Staff tab AND Clients tab
  • Default role: Coach (with Limited 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)

Control which platform features ALL coaches can access with universal page blocking.
Important: Page blocks apply to ALL coaches equally, not individual staff members. Admins always have full access regardless of blocks.
1

Open Staff Settings

From the Staff tab, click ⚙️ Manage Staff Access in the top-right corner.
Manage Staff Button Pn
2

Select pages to block

In the “Block Access” dropdown, select pages you want to hide from all coaches.Available pages to block:
  • Website & App
  • Inbox
  • Schedule - Calendar
  • Schedule - Schedulers
  • Payments - Products
  • Payments - Transactions
  • Payments - Subscriptions
  • Payments - Coupons
  • People - Clients
  • Content - Media
  • Content - Programs
  • Tools - Forms
  • Tools - Automations
Staff Permissions Pn
3

Save changes

Click Update Settings to apply the blocks.What coaches see:
  • Blocked pages completely disappear from their navigation menu
  • No grayed-out items, no error messages - just hidden
  • They can only access pages you haven’t blocked

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Common blocking scenarios

Scenario: Hiring first assistant coach who only delivers sessionsBlock:
  • ✅ Payments (all sections)
  • ✅ Tools - Automations
  • ✅ Website & App
  • ✅ Tools - Forms
Leave open:
  • ✅ Schedule (Calendar & Schedulers)
  • ✅ People - Clients
  • ✅ Inbox
  • ✅ Content
Why: Assistant can book sessions, message clients, and access training content, but can’t see revenue or change business settings.

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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
Client Role Pn
Effect is immediate:
  • Coach → Admin: Gains full access, bypasses all page blocks, “Limited Access” badge removed
  • Admin → Coach: Subject to page blocks, “Limited Access” badge applied if blocks exist
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

No - page blocks apply to ALL coaches universally. If you need different permission levels, promote trusted coaches to Admin or use a trust-based system where everyone has similar access.
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 and why. This helps when onboarding new staff or troubleshooting access issues. 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