Roles and access

Xyzios has a fixed ladder of roles. A studio does not invent roles; it chooses, per role, which boards open, and can narrow one person further. What you see in the rail is exactly what your role and your studio’s settings allow.

The ladder

• Owner sees the whole business: every board, the money, Settings, Connections, My Team and billing. An owner can add staff but cannot mint another owner.
• Director runs the business day to day. Every department board, the desks, Approvals, the Knowledge board. By default no Settings, no Connections and no My Team; the owner can grant a Director Manage the studio, Invite & manage people or Connect integrations in Settings → Permissions → By person. A Director approves and rejects drafts across the whole studio, the same as the owner.
• Location Manager runs one or more sites. The boards open onto their own locations and nothing else: their rooms, their members, their instructors, their numbers. A Location Manager with no locations assigned yet sees very little until the owner ticks them on their row in Settings → My Team.
• Front Desk works the floor: Front Desk, Sales Desk, Members and At Risk. No department boards, no approvals, no numbers about the business. Xyzi answers only questions about how to use the app.
• Instructor checks a roster: the Front Desk board and nothing else.
• Custom is a list rather than a rung. The owner picks the boards one by one.

Every role opens the Help board. It cannot be switched off.

What a role changes on a board

The same board can look different to two people. A Location Manager’s Team board shows coverage for their sites and never the roster’s pay. A Director without the financial view sees Finance without the owner’s books. When part of a board is outside your access, the board says so rather than drawing an empty room.

How an owner shapes access

• Settings → My Team adds people and sets their role. Staff sign in with their own email; a person with no role at the studio sees nothing after signing in, which is correct and looks exactly like a bug, so add the role first.
• Settings → Permissions → By role decides which boards each role opens at this studio. It can narrow what a role gets by default. It cannot widen a role past its ceiling: Settings, Connections, My Team and the Xyzios admin boards are never grantable.
• A person can be narrowed below their role. Turning a board off for one Director leaves every other Director untouched, and a board added to Xyzios later reaches them by default.
• Locations for a Location Manager are ticked on their row in Settings → My Team. The assignment is what fences their boards.

Who can approve

An approval is a member-facing action leaving the building, so the yes belongs to the people who run the studio. Owners and Directors decide on everything in the queue. A Location Manager decides on drafts for members whose home location is one of theirs, which is the same set their board shows. An owner can also tick Act on approvals for a person in Settings → Permissions → By person, which lets them decide for the locations they hold. Front desk accounts are never allowed to send member outreach, even when granted that tick, and front desk and instructors do not see Approvals at all.

Common questions