How to Manage Staff and Set Permissions

Overview

When you add employees to Karmasoft, you’ll need to set their access level to ensure they have the right permissions. Staff management includes:

From the navigation bar, click Staff.
To add a new staff member, click + New.
Fill in their information.
- If they are an instructor, check the Instructor box.
- Choose their permission level (see below).
Click Save. Karmasoft will send the staff member an email with instructions to create their login.

The staff profile includes four tabs:

Information – Enter basic details (name, contact info, role). Select qualification status (classes, workshops, or both). Assign permissions.
History – Shows teaching and class statistics.
Time Tracking – Record work hours for hourly staff using start/end timers.
Public Profile – Add instructor bios that appear in the online schedule.

Instructors can have a bio and profile displayed publicly on your online schedule.

Profile

Karmasoft supports multiple staff roles with specific access levels:

Director – Full access to everything.
Manager – All access except editing Studio Settings and Branch Settings.
Assistant – Can create products, issue gift cards, edit student plans, and view sales reports. Cannot create groups, change the studio logo, or edit Studio Settings.
Front Desk – Can sign in classes, process sales, edit student info and gift cards, view student plans/history, pending autopay, and daily reports.

Note: Front Desk users cannot manually change tab amounts, access most reports, or edit student plans.

At the bottom of the staff details screen, you’ll find:

New – Create a new staff record.
Email – Send an email to the selected staff member.
Reset Password – Email the staff member a password reset link.
Resend Invite – If the staff member hasn’t created their account yet, resend the setup email.