How Do I Configure Staff Permissions and User Groups?

Learn how to assign staff permissions and set up staff User Groups. Staff permissions control which areas of iClassPro a user is allowed to access, as well as which tasks they are allowed to perform. User Groups are created to share a standard set of permissions between staff members assigned to the same group.

How to Set User Permissions

User permissions can be granted to an entire user group at once, and then a staff member can be assigned to one or more user groups to be granted the permissions they require. User Groups are assigned under the PERMISSIONS tab of the staff user.

Depending on the permissions to be granted, you can either check the box for “Admin Access (Full Permissions)”, or select one or more User Groups from the “User Group” list:


If needed, additional permissions can be granted per user under their staff user profile.  Note that additional user permissions ALWAYS add to the permissions granted by the staff member's user group. There is not a way to revoke permissions already granted through their assigned user group, so you will want to assign staff members to the most restrictive group for their needs and then grant advanced permissions as needed.


When you grant additional permissions, the permission indicator (shown to the right of the permission toggle) will reflect which permission they have. Hovering over the indicator will explain where the permission came from (either a Group permission or User-specific).  User-specific permissions that override Group permissions are displayed in orange.

NOTE: If both a User-specific permission and Group permission grant the same privileges, removing one permission will not automatically remove the other. If you wish to revoke a staff member’s access to a specific page or permission to perform specific tasks, you must remove the permission(s) from both areas, or remove the User-specific permission and reassign the staff member to a more restrictive user group.

Permissions Overview 

You can set up User Groups and set permissions under SETTINGS>SETUP>STAFF SETTINGS>USER GROUPS

HELPFUL HINT: If you need to grant ALL permissions under a particular heading (Application, Pages, Tasks), you can do so by setting that heading to “Full”.

There are three main areas for permissions:

Application Access

These permissions determine whether or not the user can log into the specified area of the iClassPro system. These permissions only allow for NO access or FULL access. (Granting FULL access only grants permission to log into these areas; permission to view specific pages or perform specific tasks are granted by the “Page Access” and “Tasks” sections.)

  • iClassPro: the main area of the iClassPro application, or Office Portal
  • iPartyPro: located within the Office Portal, this section allows users to create, edit or delete party bookings.
  • Staff Portal: the dedicated staff portal (currently used for taking attendance, performing skill evaluations, and time clock functions)

Page Access

Once logged into the Office Portal, these permissions determine which pages the staff member can access. The different options refer to the links in the blue toolbar across the top of each page, as well as a few options located under the User Panel (accessed via the user icon in the upper right-hand corner). These permissions only allow for NO access or FULL access. (Granting FULL access only grants permission to access these ages; permissions to perform specific tasks are granted by the “Tasks” section.)

NOTE: because the DASHBOARD is the main landing page of the software, denying access to this page will cause the staff member to receive a notice that they do not have permission to access that page immediately upon login. However, they will still be able to access any other pages for which you have granted them permission.

  • Dashboard – if a user is granted permission to access the DASHBOARD, you can grant/deny permission to view financial widgets and/or the Program Summary in the “Dashboard” area below.
  • Families
  • Students
  • Classes
  • Camps
  • Skills
  • Parties
  • Calendar
  • Staff
  • Timeclock
  • Reports – if a user is granted permission to access the REPORTS page, permission to generate specific reports can be granted/denied in the various “Report” areas below.
  • Transactions
  • Settings
  • Audit Log
  • News & Announcements Page
  • Userlane Guides 

Task Access

"General" Tasks

These permissions determine which tasks a user can perform within the Office Portal or Staff Portal (depending on the specific permission). In addition to NO access and FULL access, many of these options have an additional VIEW permission which will allow the user to view details regarding these tasks, but will not allow them to create/edit/delete.

    • Families / Students
      • Delete Family
      • Family Email Logs
      • Delete Student
      • Allow Policy Approval/Rejection
    • Ledgers
      • Charges
        • Delete Charge
      • Payments
        • Delete Payment
        • Allow editing of payment dates
      • Refunds
        • Delete Refund
    • Enrollments
      • Delete Enrollment
      • Allow tuition override
    • Attendance – required to take view/record attendance in the Staff Portal
      • Excuse Absences in Staff Portal - required for a staff member to mark an absence "Excused" when recording attendance from the Staff Portal.
      • See All Classes/Camps in Staff Portal – required for a staff member to take attendance for another instructor’s classes. (By default instructors only see their own classes within the Staff Portal.)
    • Classes
      • Delete Class
    • Camps
      • Delete Camp
    • Staff
      • Delete Staff
      • Staff Email Logs
    • Calendar
    • Parties
      • Delete Party
    • Evaluations (Skill Tracking) – required to view/record skill evaluations in the Staff Portal
      • Delete Evaluations (Skill Tracking)
    • News & Announcements
      • Delete News & Announcements
    • Time Clock – NOTE: This permission is required if you wish to have staff view/record Time Clock information in the Staff Portal
      • Time Clock Export
    • Create Makeup Tokens
    • Delete Makeup Tokens
    • Create Makeup Enrollments Without Tokens
    • Point of Sale
    • Point of Sale Price Override
    • Point of Sale Vendor Logins
    • Punch Passes
    • Delete/Suspend Punch Passes
    • Mass Text
    • Mass Text Availability Override
    • Family SMS Logs
    • Staff SMS Logs
    • View Any Live Stream
    • Manage Any Live Streams
    • Stop Any Live Stream
    • Allow Usage Of All Payment Types
    • Allow Editing Of All Classes/Camps Attendance In Office Portal - required for a staff member to record attendance for all classes/camps, regardless of which instructor is assigned.
    • Shift Report: Any Date - allows the staff member to run the FIN-21 report for any date/time.
    • Shift Report: Any Instructor - allows the staff member to run the FIN-21 report for any staff member.

Dashboard Tasks

  • Payments Widget
  • Charges Widget
  • Program Summary on Dashboard

Reports Tasks

For more information about specific reports and the information they provide, see

  • Family Reports
    • Family List
    • Family Phonebook
    • Family Email List
    • Families Without Email List
    • Families With Multiple Students
    • Family List by Postal/Zip Code
    • Enrollment by Postal/Zip Code
    • Notes Report
    • Policy Report
    • Family Mailing Labels
    • Family Policy Agreement
  • Student Reports
    • Student List
    • Student Phonebook
    • Student Birthday List
    • Student Anniversary List
    • Student Insurable Age Groups
    • Notes Report
    • Student Mailing Labels
    • Student Skill Tracking Reports
    • Student Policy Agreement
    • Student Gymnastics Australia Club Import Report (if enabled)
    • Makeups Report
    • Student Attendance Report
  • Class Reports
    • Class List Report
    • Customer Class List Report
    • Program Summary
    • Roll Sheets
    • Drop List
    • Special Enrollments
    • New Enrollments List
    • Roll Sheet Labels
    • Class Roll Not Taken Report
    • Absences Report
    • Level Summary
    • Excused Absences Report
    • Expected Absences Report
    • Class Retention Summary Report
    • Class Notes Report
  • Camp Reports
    • Camp List Report
    • Camp Enrollments Report
    • Camp Enrollment Block Report
    • Camp Sign In-Sign Out
    • Excused Absences Report
    • Expected Absences Report
    • Camper Information Report  
  • Staff Reports
    • Staff List Report
    • Staff Phone Book
    • Staff Schedule
    • Notes Report
    • Staff Mailing Labels
    • Instructor Roster Report
    • Class/Camp Roster Report
  • Marketing Reports
    • How You Heard Summary Report
    • Promo Code Report
  • Financial Reports
    • Aged Accounts Report
    • Bank Deposit Report
    • Program Deposit Split Report
    • Family Full Ledger Report
    • Category List Report
    • Statements
    • Credit Card Splits
    • Recurring Billing Report
    • Consolidated Tax Report
    • Families With Unapplied Credit Balances
    • Students Enrolled But Not Charged
    • Families Applied Payment Summary
    • Family Annual Total Receipts Report
    • Tax Reconciliation Report
    • Period Summary Report
    • Point of Sale: Sales
    • Point of Sale: Inventory on Hand
    • Payments By Shift Report

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