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Overview
In Hapana Core, administrators can control which team members have permission to cancel or archive client memberships and packages. By managing this setting through Team Access Groups, businesses can ensure that only authorized personnel can make significant changes to client accounts, improving security and operational control.
This guide explains how to set up and manage this permission easily.
Prerequisites
- Admin access to Team Access Group Settings
- Familiarity with Team Roles (e.g., Administrator, Manager, Staff)
Tip: Use this setting to prevent accidental or unauthorized membership cancellations by restricting access to trusted team members only.
Step-by-Step Instructions
Step 1: Log in to your Core account
Visit core.hapana.com and sign in with your admin credentials.
Step 2: Navigate to Team Access Group Settings
- Click on your profile initials at the top-right corner.
- Select Team Settings.
- Click the Team Access Group icon in the top-right corner.
Step 3: Select the Administrator Role
- Select the desired group and click to Edit (pencil icon).
- Under Account Type, select Administrator (or any role you want to configure).
Step 4: Open the Access Tab
- Go to the Access tab within the Team Access Group.
- Locate the Membership/Package Cancellation toggle.
Step 5: Enable or Disable Permissions
- Toggle ON to allow users to cancel or archive memberships and packages.
- Toggle OFF to restrict users from canceling or archiving memberships and packages.
Tip: Turning the toggle OFF still allows users to suspend memberships, but removes the ability to cancel or archive.
Default Settings
| User Type | Default Setting |
|---|---|
| Existing Administrator Roles | Toggle ON (allowed) |
| Newly Created Roles | Toggle OFF (restricted) |
- ON – Grants the ability to cancel/archive memberships and packages.
- OFF – Hides the trash icon and prevents cancellation/archiving, but allows suspension.
Effects When Toggle is ON
-
Users can cancel or suspend memberships via:
Core > Clients > Client Record > Payment Tab > Membership Tab > Recurring Payment Detail screen
-
Users can archive or cancel packages via:
Core > Clients > Client Record > Payments Tab > Trash Icon
Effects When Toggle is OFF
- Users can suspend memberships but cannot cancel them.
- The trash icon for archiving or canceling will be hidden in the Payments Tab.
Expected Outcome
Once configured, your team will have clear permission controls over who can cancel or archive client memberships and packages, helping to protect your revenue and maintain proper client account management.
FAQs
Q: Can I apply different permissions for Managers versus Admins?
Yes. You can configure toggle settings differently for each Account Type in the Team Access Group settings.
Q: Does suspending a membership require cancellation permissions?
No. Suspension remains available even when cancellation permissions are disabled.
Q: What happens to existing canceled memberships if I change this setting?
Nothing. This setting only controls future actions and does not impact past canceled memberships.
Need help?
Reach out to our support team via [email protected]
