---
title: CORE | Understand all Team Access Settings
description: team access settings
---

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# CORE | Understand all Team Access Settings

##### Overview

This guide is a 'cheat sheet' of the Team Access Settings and breaks down what each specific setting relates to when setting up the permissions. These Team Access Settings can be found by navigating to **Team Settings \> Team Access Group \> Create a New Group + icon**. 

Please see our [Set up and Manage Team Access Groups](https://support.hapana.com/kb/article/671-set-up-and-manage-team-access-groups/?hsLang=en) for more information. 

#### Team Access Group Areas:

1\. Groups

2\. Contacts

3\. Schedule

4\. Retail

5\. Access (Administrator only)

 

### **1. Groups**

![Article image](https://support.hapana.com/hubfs/Knowledge%20Base%20Import/1759445461580_3f880805_Screenshot-2025-06-23-at-10-51-49AM-1.png)

**Group:** Enter Group Name for the new Team Access Group you wish to create

**Account Type:** Select the account type either as an Administrator or Employee

**Please note:** An Administrator has access to restricted tab 'Access' where the Administrator Access is controlled. 

 

### **2. Contacts**

The Contacts tab controls which clients, groups, and leads team members can access and manage.

Click the Edit icon and uncheck the Clients, Groups or Leads you don't want them to have access to. 

![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759445462448_1227cc71_Screenshot-2025-06-23-at-10-55-37AM-1.png?width=443&height=282&name=1759445462448_1227cc71_Screenshot-2025-06-23-at-10-55-37AM-1.png)

### **3. Schedule **

The Schedule tab is where you can configure the access team members will have on the schedule. 

![Article image](https://support.hapana.com/hubfs/Knowledge%20Base%20Import/1759445463456_a348e955_Screenshot-2025-06-23-at-11-03-00AM-1.png)

 

**Team View Access:** Enabling this gives team members ability to access the Team View within Schedule 

**Booking for All Team Members:** Enabling this gives team members ability to book sessions for other employees

**Booking Requests:** Enabling this gives team members access to booking requests

**Allow as Instructor for Schedule:** Enabling this allows team members to appear as Instructors within Schedule 

**Ability to Add and Edit Sessions:** Enabling this gives team members ability to Add and Edit sessions on the schedule 

**Ability to Cancel Session:** Enabling this gives the team member ability to cancel a session on the schedule

**Remove Access Custom Session Options:** When this is toggled ON, the trainer/employee will not have access to create a custom session (+ Create Session icon within Schedule tab). When this is toggled OFF, the trainer/employee will have access to create a custom session within Schedule tab.

**Allow Edit of Employee Work Hours:** Enabling this gives team members ability to edit other Employees available Work Hours 

**Add or Remove Booked Clients: **Enabling this gives team members ability to add or remove booked clients from sessions

**Communicate with Clients within Schedule:** Enabling this gives team members ability to send messages to clients directly in Schedule tab 

**Enable Sub Instructor:** Enabling this gives team members ability to set a sub instructor for sessions. When enabled, 'Enable Edit Instructor' becomes available

**Enable Late Cancel and Refund:** Enabling this gives team members ability to process late cancellations and refunds

**Class Rating:** Enabling this gives team members ability to view class ratings submitted by clients

**Allow View of SOAP Session Notes: **Enabling this gives team members ability to view SOAP Session Notes in Schedule

**Allow Add / Edit of SOAP Session Notes: **Enabling this gives team members ability to Add or Edit SOAP Session Notes

**Allow Bookings for Team Outside of Employee Work Hours:** Enabling this gives team members ability to allow bookings for team members outside of the Employee Work Hours that have been set

 

### **4. Retail **

The Retail tab is where you can configure the access team members for payment and retail systems.

![Article image](https://support.hapana.com/hubfs/Knowledge%20Base%20Import/1759445464582_fdba5fa1_Screenshot-2025-06-23-at-11-10-37AM-1.png)

 

**Request Payment Access:** Enabling this allows team members to send a payment link

**Process Payments within Schedule: **Enabling this gives team members ability to process payments within Schedule

**Payroll Report Access:** Enabling this will give the team member access to the Payroll report

**Enable access to cash draw:** Enabling this will give the team member access to the Cash Drawer within Payments dropdown

**Advanced Checkout:**

- **Credit Activation Date:** Enabling this will give the team member ability to set the Credit Activation Date during checkout
- **First Payment Date:** Enabling this will give the team member ability to set the First Payment Date during checkout
- **Credit Valid Until:** Enabling this will give the team member ability to set the Credit Valid Until date during checkout
- **Auto Renew: **Enabling this will give the team member ability to enable the 'Auto Renew' toggle
- **Discount:** Enabling this will give the team member to apply discounts during checkout. There are two Custom Price options: 1. Set any price or 2. Set only a lower price
- **One Time Setup Fee:** Enabling this will give the team member ability to set the One-time set up fee during checkout

 

![Article image](https://support.hapana.com/hubfs/Knowledge%20Base%20Import/1759445465646_fa49c451_Advanced-Checkout-1.png)

**Client Password Reset:** This will give the team member to send new password to client within Clients tab

**Enable Check-In Pop-Ups:** Enabling this will show pop up notifications during client check ins

**Change Client Payment Method:** This gives team member ability to update clients payment methods 

**Access to retail settings:** This gives team member access to Retail Settings within Payments \> Retail Configurations

**Send Payment Request Email:** Enabling this will give the team member ability to send a Payment Request Email to clients 

**Retry Failed Payment with Payment Method: **Enabling this will give the team member ability to retry a failed payment using the client's payment method

**Ability to Archive Packages:** This gives team member ability to archive existing packages within Payments \> Retail Configurations \> Session Package

**Enable Editing Dishonour Fee: **Enabling this will give the team member ability to edit the Dishonour Fee

 

### **5. Access **

This tab is the Administrator Access which becomes available when the 'Administrator' option is selected in the **Groups \> Account Type dropdown**. 

![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759445466481_6a3186e3_Administrator-Access-1.png?width=491&height=700&name=1759445466481_6a3186e3_Administrator-Access-1.png)

 

**Edit Profile:** Enabling this gives team members access to the entire Edit Profile section

**Account Settings: **Enabling this gives team members access to Account Settings

**Packages and Memberships: **Enabling this gives team members access to Session Package and Memberships within Payments \> Retail Configurations. When enabled, '**Allow access to edit Package Category**' option becomes available. 

**POS Inventory: **Enabling this gives team members access to POS Inventory within Payments \> Retail Configurations. When enabled, '**Create new POS item**' option becomes available. 

**Promo Codes: **Enabling this gives team members access to Promo Codes within Payments \> Retail Configurations. 

**Display Home Revenue and Retail Snapshot: **Enabling this gives team members access to view the Snapshot stats in the Home tab

**Display Home Snapshots:** Enabling this gives team members access to view the Snapshot stats in the Home tab

**Schedule Templates:** Enabling this gives team members access to the schedule templates

**Membership/Package Cancellation: **Enabling this gives team members ability to cancel memberships and packages

**Clients \> Programs: **Enabling this gives team members access to the Programs Section within Clients tab

**Clients \> Leads: **Enabling this gives team members access to the Leads Section within Clients tab

**Clients \> Feedback: **Enabling this gives team members access to the Feedback Section within Clients tab

**Clients \> Groups: **Enabling this gives team members access to the Groups Section within Clients tab

**Team Configuration: **Enabling this gives team members ability to modify team settings and access groups 

**Restricted Access Group: **Enable this if you want to limit who can assign this group

**Code\* (Group Code input field): **Set a passcode. When assigning this group to a team member, you’ll need to enter the code

**Custom Team Configuration: **Enabling this gives team members ability to select a Custom Team Configuration when creating a new staff member

**Allow Edit of Restricted Report: **Enabling this gives team members ability to edit restricted reports

**Allow Add/Edit of Gift Card: **Enabling this gives team members ability to create and edit gift cards 

**Allow Client Merge:** Enabling this gives team members ability to merge duplicate client records

**Report Categories:** When the collapsable menu is selected, enable the report categories you wish to give the team members access to e.g. Clients & Attendance

**Allow Bulk Cancel Sessions:** Enabling this gives team members the ability to bulk cancel sessions

**Allow Bulk Edit Transactions: **Enabling this gives team members the ability to bulk edit transactions

**Allow Bulk Edit Package Expiry Date: **Enabling this gives team members the ability to bulk edit the expiry date for packages

**Allow Edit to Restricted Packages: **Enabling this gives team members the ability to edit restricted packages

**Allow to receive “SMS running low” notifications: **Enabling this allows team members to receive notification when SMS credits are running low

**Allow to Receive Account Delete and Refund Failed email notification: **Enabling this allows team members to get notified of account deletions and failed refunds

**Allow Create New Session Package and Membership: **Enabling this allows team members to create new Session Package and Memberships within Payments \> Retail Configurations 

**Delete Clients:** Enabling this gives team members ability to delete clients

---

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