Invite your team and choose a role
Choose the permissions for an employee, send the invitation and check that they log in to your studio CRM with their own profile. Five roles compared.
In this guide
- Who it is for
- The studio owner or admin; some steps are for the invited employee.
- What to prepare
- The work email of the employee, the role they need and your studio’s CRM address.
The owner or admin sends the invitation
- The owner opens the business through My ClubBase («Мій ClubBase») → Log in to CRM («Увійти до CRM»). An admin logs in with their own profile at the studio’s CRM address. Check the studio name before inviting.
- Open Settings («Налаштування») → Team and roles («Команда та ролі») → Invite employee («Запросити працівника»).
- Enter the email the employee will use and choose one role from the table below. Click Send invitation («Надіслати запрошення»).
- Check the delivery message. If the email did not arrive, check the address and use Send again («Надіслати ще раз») or give the Backup link («Резервне посилання») to this person only.
- Once they join, find the employee in the team and check their roles and the Active («Активний») status. An email with the status sent («надіслано») does not yet mean the access was accepted.
The employee accepts the invitation
- Open the link from the latest invitation email. It leads to the CRM address of the studio that invited you.
- If you already have a ClubBase profile, enter the email from the invitation and your password. If you have no profile yet, click Create one for this invitation («Створіть його для цього запрошення»).
- For a new profile, fill in your name, the same email and your own password. Open the email Confirm your email for ClubBase («Підтвердіть email для ClubBase») and confirm the address, then return to the invitation.
- Click Log in and accept the invitation («Увійти й прийняти запрошення»). Wait for the message that access is activated, then click Open workspace («Відкрити робочий простір»).
- Check the studio name and the sections available to you. Save this CRM address for future logins and use your own profile.
Which role to choose
ClubBase has five ready-made roles. In a dance studio the specialist role may be called Teacher («Викладач»); in other formats it follows the studio’s terminology. The Finance officer («Фінансист») role is labelled Finance («Фінанси») in the list.
| Role | Available work | Access limits |
|---|---|---|
| Owner («Власник») | People, schedule, attendance, payments, payroll, locations, settings and team. | The owner role is protected. It is not assigned or removed through a regular invitation or by editing the team. |
| Admin («Адміністратор») | The same permissions for studio work, including finance, settings, invitations and the roles of other employees. | Cannot change the protected owner role or their own permissions through the team editor. |
| Front desk («Рецепція») | Client profiles and contacts, leads, programs, schedule, attendance and payments. | Does not manage the team, roles, locations or payroll; cannot anonymize data. |
| Specialist | Assigned groups and classes, their lists and attendance. A personal account with their own earnings and work requests. | No contacts or private financial data in client profiles, no studio-wide payments or team payroll. Cannot edit the schedule or roles. |
| Finance officer («Фінансист») | Viewing and recording payments, working with studio payroll. | No access to the people directory and contacts, the schedule, attendance or team management. |
Several roles, locations and changing access
In the employee’s profile you can choose several ready-made roles. Their permissions add up: for example, Front desk («Рецепція») together with the specialist role keeps access to contacts and payments. Adding a narrow role does not restrict a wider one.
In the Where they work («Де працює») block, set the work locations. All locations, including new ones («Усі локації, включно з новими») and an empty list both mean all locations. This is a work profile setting; the role decides which data is accessible.
To end someone’s work access, choose Suspended («Призупинений») in the Studio access («Доступ до студії») field and save the changes. Do not remove all roles: at least one has to remain.
If you are the owner and also teach classes, turn on I also teach («Я також викладаю») in your own profile and click Save role («Зберегти роль»). For other employees, the owner or another admin adds the specialist role. To remove it, first hand over the assigned groups and future classes to someone else.
Result
The employee logs in to the right CRM with their own profile and works within the assigned roles. The owner sees the active membership and can manage access.
If it did not work
An invitation is valid for 7 days. After it is resent, use the new link: the previous one stops working. For an email error, log in with exactly the invited address; for a revoked invitation, contact the owner. If access is suspended, the owner or an admin has to restore it. If a section is missing, check all roles and assignments together before widening permissions.