Role Selection Guide

Zooza uses predefined role packages to control what each team member can see and do. You cannot create custom roles or assign individual permissions — each role is a fixed set of access rights. This guide helps you choose the right role for each person on your team.

For a detailed description of each role's capabilities, see User roles. For common questions, see Roles and Permissions FAQ and Instructor Access FAQ.

Role comparison table

The table below shows what each role can access. A checkmark means full access, a tilde (~) means partial or limited access, and a dash means no access.

Capability	Owner	Assistant	Main instructor	Instructor	External instructor	Receptionist
Dashboard	Full stats	Today's sessions	Today's sessions	Today's sessions	Today's sessions	Today's sessions
Calendar	Full	Full (all instructors)	Full (all instructors)	Own sessions only	Own sessions only	Daily view only
Programmes	Full	Full (create, edit, copy)	—	—	—	—
Classes	Full	Full (create, edit, copy)	View and edit all	Own classes only	—	—
Sessions	Full	Full (edit, cancel, notify)	Edit all (time, instructor, cancel)	View own	View own	Current day only
Bookings	Full	Full (edit, move, copy)	Own clients only	Own clients only	View only (limited)	View only (no move/copy)
Clients	Full	Full	Own clients only	Own clients only	No contact details	No contact details
Attendance	Full	Full report	Full report	Full or limited (configurable)	Record only	Arrived / Did not arrive
Payments dashboard	Full	Limited (no invoices, no imports)	Configurable (can be hidden)	—	—	—
Add payment	Yes	Yes	Yes	Yes	—	Yes (cash only)
Adjust price / refund	Yes	—	—	Yes (discount, refund, amount)	—	—
Communication	Full	Full (all clients, email + SMS)	Own clients only	Own clients only	Configurable	—
Email templates	Create and edit	View only (cannot create)	—	—	—	—
Documents & Products	Full	Add and assign	Upload and assign to classes	—	—	—
Instructors / Team	Full	View all, manage data and rates	—	Own working hours only	—	—
Reports	Full	—	—	—	—	—
Settings	Full	Limited (add team member, location, billing period; no payment templates)	—	—	—	—
Pay rates visibility	See all	See all	Cannot see	Cannot see	Cannot see	Cannot see

Common team scenarios

Use these recommendations to match roles to real-world job functions.

Solo business owner

Recommended role: Owner

You need full access to every feature — programmes, payments, reports, settings, and communication. There is only one Owner role per account.

Office manager or admin assistant

Recommended role: Assistant

An office manager who handles day-to-day administration — creating programmes, managing bookings, pairing payments, adding team members — should use the Assistant role. The Assistant has broad access but cannot:

• See statistical reports on the dashboard
• Create or edit email templates
• Edit payment templates
• Issue or manage invoices
• Import payments
• Adjust prices, grant discounts, or refund payments

Head instructor who manages the schedule

Recommended role: Main instructor

A senior instructor who coordinates the timetable, reassigns sessions to other instructors, and uploads materials should use the Main instructor role. This role can edit sessions across all instructors but cannot access Programmes, Programme Settings, or the Settings section.

If the person also needs to manage programmes or add team members, consider the Assistant role instead.

Regular instructor

Recommended role: Instructor

A standard instructor who teaches their own classes, records attendance, communicates with their own clients, and occasionally handles payments. The Instructor role provides enough access for day-to-day teaching responsibilities without exposing administrative or financial data from other instructors.

Freelance or guest instructor

Recommended role: External instructor

A freelance, substitute, or guest instructor whose only task is to show up and record attendance. The External instructor role intentionally restricts access:

• Cannot see client contact details (email, phone)
• Cannot move or copy bookings
• Cannot add or manage payments
• Can write internal notes on session details
• Can be allowed to send messages if configured in global instructor settings

Front desk or receptionist

Recommended role: Receptionist

A temporary worker or front-desk assistant who checks clients in and collects cash payments. The Receptionist role is the most restricted:

• Sees only a daily view of sessions (not the full calendar)
• Can record attendance as arrived or absent (no alternate session selection)
• Can add a cash payment but cannot adjust, refund, or assign payment templates
• Cannot see client contact details
• Cannot communicate with clients
• Can register walk-in clients for pay-as-you-go programmes

What each role cannot see — key restrictions

Understanding what a role cannot do is often more important than what it can do.

Role	Key restrictions
Assistant	No statistical reports, no invoice management, no payment template editing, no price adjustments or refunds
Main instructor	No Programmes menu, no Programme Settings, no Settings section, no pay-rate visibility for colleagues
Instructor	No access outside own clients/classes, no administrative sections, no reports
External instructor	No client contact details, no booking management, no payments, no documents
Receptionist	Daily view only, no client contact details, no booking moves/copies, no communication, no calendar navigation

How to change a team member's role

1. Go to Settings --> Team --> Access.
2. Select the team member you want to update.
3. Change their role from the dropdown menu.
4. Click Save.

Role changes take effect immediately. The team member will see their updated menu and permissions the next time they load the app.

Deactivating vs. deleting team members

When a team member leaves, do not delete their account. Instead, change their role to Inactive instructor.

Action	What happens
Set to Inactive	The user loses login access. All historical data is preserved — attendance records, session assignments, and payout history remain intact. You can reactivate the user later if needed.
Delete the user	The association between the user and their past sessions may be lost. In some cases, a deleted user cannot be restored without contacting Zooza support.

To deactivate a departing team member:

1. Go to Settings --> Team --> Access.
2. Select the departing team member.
3. Change their role to Inactive instructor.
4. Click Save.

If you accidentally deleted a user, contact Zooza support to request reactivation. Support can restore the account and re-link it to historical data.

Tips for franchise and multi-location setups

• Roles are assigned per account. If your franchise has separate Zooza accounts for each location, a person needs a separate user record in each account.
• An instructor who works at multiple locations needs to be added as a team member in each account with the appropriate role.
• When deactivating an instructor across multiple locations, remember to set them to Inactive in every account where they are listed.
• The Receptionist role is well-suited for location managers who need to check clients in and add payments but should not have access to programme configuration or financial reports.
• If a location manager needs broader access (e.g., editing the timetable, communicating with all clients), use the Assistant role for that location's account.

Configurable instructor settings

While roles themselves are fixed, you can fine-tune some instructor-level behaviours for all instructor roles at once. Go to Settings --> Team --> Settings to configure:

• Whether instructors can see client contact details
• Whether instructors can send messages (email/SMS) to clients
• Whether instructors can create substitutions on sessions
• Whether instructors can manage their own availability
• How instructors see the attendance report (full or limited)
• Whether Main instructors can see the Payments section

These settings apply globally — they affect all users with an instructor-type role (Instructor, Main instructor, External instructor).

Related resources

• User roles — detailed description of each role's capabilities
• Roles and Permissions FAQ — common questions about roles and access
• Instructor Access FAQ — instructor login and access questions