Overview

Team Access Groups make it easy to control what your staff can see and do inside the Hapana platform. Instead of assigning permissions one by one, you can set up groups with pre-defined access rules — then assign those groups to team members. Simple, consistent, and secure.

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Prerequisites

Before you begin:

• Know the difference between Employee and Administrator account types
• Decide which permissions a group should have (e.g. scheduling, payments, reports)
• Work with your onboarding manager if you need help configuring advanced permissions

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Step-by-step instructions

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Step 1: Access the team access group settings

1. Go to Team Settings from your location menu
2. Click the middle icon (the one with a small person symbol) to view existing Team Access Groups
3. You’ll see:
   • Group names
   • Account type (Administrator or Employee)
   • How many users are assigned to each group

 

 

 

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Step 2: Understand account types

• Administrators have full platform access, including:
  • Payments, Reports, All scheduling options, and detailed Dashboards
• Employees have limited access:
  • Typically Schedule and Clients only
  • Cannot view financials or broader reporting

Tip: The account type (Admin vs Employee) affects baseline access — even before assigning group permissions.

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Step 3: Create a new team access group

1. Click the plus icon
2. Give the group a name (e.g. “Owner”, “Senior Coach”)
3. Choose the Account Type (Administrator or Employee)

Note: Admins get additional Access permission settings not available to Employees.

1. Configure permissions in the following areas:
   • Contacts
   • Schedule
   • Retail
   • Access

Tip: Your onboarding manager can help explain each permission option during setup.

 

 

 

 

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Step 4: (Optional) Use restricted access with a passcode

1. Go to Access > Enable Restricted Access Group if you want to limit who can assign this group

2. Set a passcode

3. When assigning this group to a team member, you’ll need to enter the code

   This prevents unauthorised users from assigning sensitive access by mistake

    

 

 

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Expected outcome

You’ll have clean, role-based access rules for your team — with easy assignment, secure restrictions, and no need to manually manage every permission one-by-one.

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FAQs

Q: What’s the difference between Account Type and Access Group?

A: Account Type (Admin or Employee) sets the base-level access. Access Groups define specific permissions on top of that.

Q: Can I change permissions for an existing group later?

A: Yes — just open the group, update its settings, and the changes apply to all assigned users.

Q: What happens if I assign a group without entering the restricted passcode?

A: The system won’t let you assign it — the code is required for extra security.

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Still need help?

Reach out to our support team via [email protected]