--- title: Set Up and Manage Team Access Groups description: manage team access groups --- [Skip to content](https://support.hapana.com/kb/article/671#main-content) English Show submenu for translations [![email-logo.png](https://support.hapana.com/hs-fs/hubfs/hapana_2022/email_2022/footer%20logo.png?width=300&height=78&name=footer%20logo.png)](https://info.hapana.com/en?hsLang=en) Open main navigation Close main navigation - English Show submenu for translations - [Submit Ticket](https://21gxv.share.hsforms.com/2-8HozJXMSTW8kaFHC32eaw) [Submit Ticket](https://21gxv.share.hsforms.com/2-8HozJXMSTW8kaFHC32eaw) Hapana Help | Find answers here - There are no suggestions because the search field is empty. 1. [Hapana Knowledge Base](https://support.hapana.com/?hsLang=en) 2. [Member Management](https://support.hapana.com/member-management?hsLang=en) 3. [Team Settings](https://support.hapana.com/member-management?hsLang=en#team-settings) # Set Up and Manage Team Access Groups ###### Overview Team Access Groups in CORE let you customize exactly what your staff — from front desk employees to managers — can see and do in the system. You can create as many access groups as you need, each with tailored permissions for client data, schedules, sales, and more. This guide walks you through how to create access groups, assign them to team members, and fine-tune permissions. 🎥 **Watch the walkthrough**: [Click here to watch on Loom](https://www.loom.com/share/df2ec44e48cf4cdc9189230ba8a4b446) Or preview it below: --- Prerequisites Before you begin: - You must have **admin access** to **Team Settings** - Know the roles and responsibilities of each team member or department - Optional: Have a list of what permissions different roles should include (e.g. “Admin can edit payments, Employee can’t”) --- Step-by-step instructions ### Step 1: Navigate to Team Access Groups 1. Click your **profile icon** in the top right corner 2. Select **Team Settings** 3. Click the **Team Access Groups icon** ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443246389_8a19495d_image-20250522135529-50-1.png?width=670&height=416&name=1759443246389_8a19495d_image-20250522135529-50-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443247883_459bc7af_image-20250522135539-51-1.png?width=670&height=416&name=1759443247883_459bc7af_image-20250522135539-51-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443249483_c88217f8_image-20250522135549-52-1.png?width=670&height=416&name=1759443249483_c88217f8_image-20250522135549-52-1.png) --- ### Step 2: Create a new access group 1. Click **Create Group** 2. Choose a **role type**: - **Employee**: For general staff (e.g. instructors, front desk) - **Administrator**: For team members who need deeper permissions 3. Enter a **Group Name** (e.g. *Front Desk - AM*) 4. Click **Save** ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443251352_3e52d437_image-20250522135558-53-1.png?width=670&height=416&name=1759443251352_3e52d437_image-20250522135558-53-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443253206_8cb0d448_image-20250522135654-55-1.png?width=670&height=416&name=1759443253206_8cb0d448_image-20250522135654-55-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443255097_61345435_image-20250522135707-56-1.png?width=670&height=416&name=1759443255097_61345435_image-20250522135707-56-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443256977_4994b7f9_image-20250522135717-57-1.png?width=670&height=416&name=1759443256977_4994b7f9_image-20250522135717-57-1.png) --- ### Step 3: Customize permissions Once the group is created, click **Edit** next to it. You’ll see a list of permission categories across the top: - **Contacts**: Access to clients, groups, leads - **Schedule**: View, create, or edit sessions - **Retail**: Access to POS and sales tools - **Access (for Admin roles only)**: Advanced system settings To edit each section: 1. Click the **pencil icon ✏️** next to a category 2. Choose whether the group has: - **All Access** - Specific limited permissions (toggle ON/OFF per function) 3. Repeat this process for each category > ✅ Tip: For Employees, keep sensitive options like payment editing turned off. For Admins, review the Access tab carefully to decide what settings they can control. ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443258800_ddffc5c4_image-20250522135727-58-1.png?width=670&height=416&name=1759443258800_ddffc5c4_image-20250522135727-58-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443260637_f254b798_image-20250522135743-59-1.png?width=670&height=416&name=1759443260637_f254b798_image-20250522135743-59-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443262457_94daea74_image-20250522135805-60-1.png?width=670&height=416&name=1759443262457_94daea74_image-20250522135805-60-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443264179_115c8d29_image-20250522135831-61-1.png?width=670&height=416&name=1759443264179_115c8d29_image-20250522135831-61-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443265951_11ef858c_image-20250522135845-62-1.png?width=670&height=416&name=1759443265951_11ef858c_image-20250522135845-62-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443267733_be1d3b2a_image-20250522135859-63-1.png?width=670&height=416&name=1759443267733_be1d3b2a_image-20250522135859-63-1.png) --- ### Step 4: Assign access groups to staff 1. Go to **Team Settings** 2. Select a team member 3. Choose the appropriate **Access Group** from the dropdown > Tip: You can assign different groups based on shift (e.g. AM vs PM), location, or role type (e.g. Sales, Instructors). ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443269546_ecadc6c6_image-20250522135913-64-1.png?width=670&height=416&name=1759443269546_ecadc6c6_image-20250522135913-64-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443271084_5ea0ffa3_image-20250522135925-65-1.png?width=670&height=416&name=1759443271084_5ea0ffa3_image-20250522135925-65-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443272796_5b893c95_image-20250522135937-66-1.png?width=670&height=416&name=1759443272796_5b893c95_image-20250522135937-66-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443274688_5f75b96f_image-20250522135948-67-1.png?width=670&height=416&name=1759443274688_5f75b96f_image-20250522135948-67-1.png) --- Expected Outcome You’ll have customized access levels across your team, ensuring every staff member has exactly what they need — no more, no less. This improves security, reduces errors, and keeps the experience clean and simple for your employees. --- FAQs **Q: Can I create more than one access group?** A: Yes — you can create as many as you need, each with different permission settings. **Q: What’s the difference between Employee and Administrator groups?** A: Admin groups unlock an additional **Access** tab with deeper system settings, like configuration and reporting permissions. **Q: Can I update a group’s permissions later?** A: Absolutely — just click **Edit** next to the group and adjust settings anytime. **Q: Can I change client visibility for each group?** A: Yes, you can edit each Team Access Group to view only the desired clients. --- **Still need help?** Reach out to our support team via [support@hapana.co](mailto:support@hapana.com)m - [Member Management](https://support.hapana.com/member-management?hsLang=en#main-content) - [Account Settings](https://support.hapana.com/member-management?hsLang=en#account-settings) - [Client Accounts](https://support.hapana.com/member-management?hsLang=en#client-accounts) - [Edit Profile](https://support.hapana.com/member-management?hsLang=en#edit-profile) - [Retail Configurations](https://support.hapana.com/member-management?hsLang=en#retail-configurations) - [Other](https://support.hapana.com/member-management?hsLang=en#other) - [Schedule](https://support.hapana.com/member-management?hsLang=en#schedule) - [Client Page](https://support.hapana.com/member-management?hsLang=en#client-page) - [General](https://support.hapana.com/member-management?hsLang=en#general) - [Reporting](https://support.hapana.com/member-management?hsLang=en#reporting) - [Retail Dashboard](https://support.hapana.com/member-management?hsLang=en#retail-dashboard) - [Team Settings](https://support.hapana.com/member-management?hsLang=en#team-settings) - [Hapana Member Access Control (MAC) Doors](https://support.hapana.com/member-management?hsLang=en#hapana-member-access-control-mac-doors) - [Cash Drawer](https://support.hapana.com/member-management?hsLang=en#cash-drawer) - [Marketing Solutions](https://support.hapana.com/marketing-solutions?hsLang=en#main-content) - [App](https://support.hapana.com/marketing-solutions?hsLang=en#app) - [Contacts](https://support.hapana.com/marketing-solutions?hsLang=en#contacts) - [Marketing](https://support.hapana.com/marketing-solutions?hsLang=en#marketing) - [Conversations](https://support.hapana.com/marketing-solutions?hsLang=en#conversations) - [Settings](https://support.hapana.com/marketing-solutions?hsLang=en#settings) - [Automations](https://support.hapana.com/marketing-solutions?hsLang=en#automations) - [Branded Solutions](https://support.hapana.com/branded-solutions?hsLang=en#main-content) - [Branded App](https://support.hapana.com/branded-solutions?hsLang=en#branded-app) - [Branded Kiosk](https://support.hapana.com/branded-solutions?hsLang=en#branded-kiosk) - [Hapana Hub](https://support.hapana.com/hapana-hub?hsLang=en) - [Website Embed Widgets](https://support.hapana.com/website-embed-widgets?hsLang=en) - [About us](https://hapana.com/about-us/) - [Careers](https://hapana.com/careers/) - [Contact us](https://hapana.com/contact-us/) - [Privacy policy](https://hapana.com/privacy-policy/) - [Terms & conditions](https://hapana.com/terms-and-conditions/) [![email-logo.png](https://support.hapana.com/hs-fs/hubfs/hapana_2022/email_2022/footer%20logo.png?width=300&height=78&name=footer%20logo.png "email-logo.png")](http://hapana.com?hsLang=en) Copyright © 2025, Hapana