Each staff member's Access Control tab decides which parts of NextKick they can see and change. This guide explains each setting and suggests common setups for front desk staff and instructors.
Before you start
Add the staff member first. See How to Add Staff and Set Their Permissions.
Step 1: Open Access Control
Go to Staff → Staff Members.
Click the staff member's name.
Open the Access Control tab.
The page is grouped by menu: Home, Accounts, Calendar, Schedule and so on. Each item has three levels:
Level | What the staff member can do |
Full Access | See the page and make changes |
View Only | See the page but not change anything |
No Access | The page is hidden |
Step 2: Set each item
Check one level for each item, then click Save at the bottom of the page.
Changes apply right away. The staff member is signed out automatically and sees the new permissions when they sign back in.
Tip: The staff member's Role sets their starting permissions. If you change the role later, their permissions reset to that role's defaults, so check Access Control again.
What each setting covers
Menu | Items | What they cover |
Home | Member Overview, Revenues, Extended Absences, Birthdays, Payment Errors, Overdue Invoices, Calendar, eStore, Notes, Today Schedule, Website Leads, Expiring Memberships | Each card on the Home dashboard. Set Revenues to No Access to hide sales numbers. |
Accounts | Profile, Groups, Tags | Member profiles (including everything inside them), groups and tags |
Calendar | Calendar | The school calendar |
Schedule | Class Management, Schedule List | Creating and editing classes and schedules |
Attendance | Attendance History, Bulk Actions, Self Check-in | Attendance records, bulk check-in and promotion, and the Self Check-in screen |
Communications | Messages, Announcements, Conversations, Community | Email and text messages, announcements, live chat and community boards |
Events | Events Management, Testing | Events and belt testing |
Learning Center | Learning Centers, Homeworks | Learning content and homework |
Marketing Tools | Forms, Automations, Workflows | Sign-up forms, automations and workflows |
eStore | Orders, Products | eStore orders and products |
Payments | Transaction Errors, Transactions, Autopays, Invoices, Invoices Detail, Invoices Payment | Payment records, autopays and invoices. See below. |
Staff | Staff Members, Clock-In / Out, Log History | Staff accounts, staff hours, and Log History: a record of which staff member changed what, and when |
Reports | Insights, Reports, Revenue Projection, Student Map | Insights (business, member and finance charts), all reports, Revenue Projection (expected payments for the next 12 months) and Student Map (where members live, on a map) |
After School | Programs, Vehicles | After-school programs, and pickup vehicles with their plate number and capacity |
Settings | School Setup, Membership Plans, Payments, Communication, System & Security, Subscription & Billing, Schedule | School-wide settings |
Payment permissions
The Payments items let you separate seeing payment records from taking payments.
Invoices: the list of all invoices.
Invoices Detail: opening a single invoice.
Invoices Payment: taking a payment on an invoice. It has only Full Access or No Access.
For example, to let front desk staff take payments without seeing all invoices, give access to Invoices Detail and Invoices Payment, and set Invoices to No Access.
Common setups
These are starting points. Adjust them to how your school works.
Area | Front desk | Instructor |
Home: Revenues | No Access | No Access |
Accounts | Full Access | View Only |
Calendar, Schedule | Full Access | View Only |
Attendance | Full Access | Full Access |
Communications | Full Access | View Only |
Events (incl. Testing) | Full Access | Full Access |
Payments | Invoices Detail and Invoices Payment only | No Access |
Staff: Clock-In / Out | Full Access | Full Access |
Reports | No Access | No Access |
Settings | No Access | No Access |
FAQ
Can I hide revenue from instructors?
Yes. Set Home → Revenues to No Access, and set Reports to No Access too.
Why did a staff member's permissions change?
Changing their Role resets their permissions to that role's defaults. Set them again in Access Control.
A staff member left. How do I remove their access?
Set their status to Inactive. They can no longer sign in, and their work history stays in NextKick.
Can staff check students in if Accounts is set to View Only?
Yes. Check-in is controlled by Attendance. With Attendance on Full Access, staff can use Bulk Check In and mark students Attended or Absent from a class's member list. With Profile on View Only, they can open member profiles but can't edit them.
Can I limit the owner's access?
No. Owners always have full access.
Does the staff member see changes right away?
Yes. They're signed out automatically, and the new permissions apply when they sign back in.
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