Audience: Riding school owners and admins (clubs set the same access from their Committee page) Last Updated: 2026-10-08
▶ Watch: Set your staff's access (1:26)
Overview
You choose what each person at your school can do in Horsify. Reception can work the bookings without seeing the money, a bookkeeper can see the money without the clients' notes, and a yard manager can run the horses without either.
Every person at your organisation is one of three things:
| Choice | What they can do |
|---|---|
| Member | Their own bookings, entries and records only. |
| Staff | The areas you choose, each at View or Manage. |
| Admin | Everything, including payments, the plan and who can manage. |
Only admins can change anyone's access. For every preset side by side, see the permission matrix.
Where to set it
Go to: Staff Roster in the organiser menu, then the Staff tab. A school finds Staff Roster in its riding school section, beside Instructors; a club that rosters staff but runs no lessons finds it under People.
- Every person on the roster has an Access button beside their name. On a phone, swipe the table sideways to reach it.
- Under the list, Who can manage shows everyone who has access now: each admin, and each staff member with their areas. Change access opens the same editor.
A club that doesn't run lessons sets access on its Committee page instead (watch how, 1:17). A club that also runs lessons sees the same people on both pages. A change on one shows on the other.
Give someone access
- On the Staff tab, tap Access beside the person.
- Under What can they do?, choose Staff.
- In Start from, pick the preset closest to their job (see below). It ticks the areas for you.
- Change any area to suit. Each area has None, View or Manage. Manage includes View.
- Check the green In effect now line. It lists what they'll be able to do.
- Tap Save access.
Their access changes as soon as you save. Horsify emails them to say what they can now do.
To make someone an admin, choose Admin instead. Horsify also emails your other admins when someone is made an admin.
To take access away, open Access and choose Member.
Presets
A preset is only a starting point. What the person holds is the areas ticked when you save.
| Preset | What it gives |
|---|---|
| Office | Manage: bookings, clients, programs and packages, facilities. View: members, instructors, school horses. Staff who had office access before areas existed were given this. |
| Reception | Works the book and looks after clients, without the money. Manage: bookings, clients, programs and packages. View: members, instructors and finances. |
| Head coach | Runs the teaching. Manage: bookings, clients, instructors, school horses. |
| Bookkeeper | Looks after the money and the timesheets. Manage: finances. View: staff roster. |
| Yard manager | Runs the horses and the facilities. Manage: school horses, facilities. View: staff roster. |
Permission matrix
What each preset starts with, area by area. Manage includes View. None means the area is hidden from them. You can change any cell for one person before you save, so the matrix is the starting point, not a limit.
Riding schools
| Area | Admin | Office | Reception | Head coach | Bookkeeper | Yard manager |
|---|---|---|---|---|---|---|
| Bookings | Manage | Manage | Manage | Manage | None | None |
| Clients and progress | Manage | Manage | Manage | Manage | None | None |
| Programs and packages | Manage | Manage | Manage | None | None | None |
| Instructors | Manage | View | View | Manage | None | None |
| School horses | Manage | View | None | Manage | None | Manage |
| Facilities and venues | Manage | Manage | None | None | None | Manage |
| Staff roster | Manage | None | None | None | View | View |
| Finances | Manage | None | View | None | Manage | None |
| Members and volunteers | Manage | View | View | None | None | None |
| Communications | Manage | None | None | None | None | None |
| Organisation profile and settings | Manage | None | None | None | None | None |
Clubs
| Area | Admin | Event secretary | Treasurer | Membership officer | Website editor | Committee member |
|---|---|---|---|---|---|---|
| Events and entries | Manage | Manage | None | None | None | View |
| Members and volunteers | Manage | None | View | Manage | None | View |
| Communications | Manage | None | None | View | None | View |
| Finances | Manage | None | Manage | None | None | View |
| Website and sponsors | Manage | None | None | None | Manage | None |
| Store | Manage | None | None | None | None | View |
| Agistment | Manage | None | None | None | None | View |
| Facilities and venues | Manage | None | None | None | None | View |
| Bookings | Manage | None | None | None | None | View |
| Staff roster | Manage | None | None | None | None | View |
| Organisation profile and settings | Manage | None | None | None | None | None |
Office is offered to clubs too, with the same areas as above. A club only sees the areas its plan and setup include, so a club with no lessons won't see Bookings or the Staff roster.
What no preset can do
| Action | Admin | Any staff preset |
|---|---|---|
| Give, change or take away access; make or remove admins | Yes | No |
| Connect Stripe, bank details and payouts, fees, payment methods, GST and country | Yes | No |
| Change the plan and billing | Yes | No |
| Connect Xero, custom domains, the Facebook Page and the booking widget's websites | Yes | No |
| Close the organisation or hand it over | Yes | No |
People with no access
| Person | What they can do without any access |
|---|---|
| Member or client | Their own bookings, entries, horses and records. |
| Coach linked to their login | Their own lessons on My day, and the appointment book without clients' contact details except on lessons they teach. |
| Coach with "Can see everyone's day" | The above, plus the whole school's day on My day, read only. Set on the staff record's Edit, not on Access. |
| Judge | The score sheets for the classes they're judging. |
The areas
You only see the areas your plan and setup include.
| Area | View lets them see | Manage also lets them |
|---|---|---|
| Bookings | The book, with clients' contact details, enquiries and the lesson waitlist | Create, move, cancel and confirm bookings; facility hire bookings; day plans; spend a client's package credit on a booking; add a rider from the waitlist to a lesson |
| Clients and progress | Client records, progress and waivers | Edit clients, link parents, record progress, send waivers; the curriculum |
| Instructors | Instructor records in full, and booking hours | Edit instructor records, rates and availability; save booking hours |
| Staff roster | Shifts and timesheets | Shifts, templates, timesheet approval and pay rates |
| School horses | Horses, the day sheet and the yard board | Horse records, diets, programs and the yard board link |
| Facilities and venues | Facilities, hire rates and closures | Venues, facilities, rate cards and closures |
| Programs and packages | Programs, packages, gift vouchers, lesson types, and clients' package balances | Create and edit them, and record a package sale to a client; change, move to another client or remove a client's package sold by mistake, before any lesson is booked from it |
| Finances | Payments, invoices, receipts, transactions, exports and revenue figures | Mark paid, refunds, re-send payment links, credit and write-offs |
| Members and volunteers | The member list with contact details, applications, the committee | Approve applications, edit members, membership types and fees, renewals |
| Communications | The sent-message log and campaigns already sent | Send broadcasts and campaigns; communication settings |
| Organisation profile and settings | (no View) | The organisation profile, logo and contact details; riding-school, booking, facility-hire and event settings |
Clubs also see Events and entries, Website and sponsors, Store and Agistment when they have them.
Money stays in Finances. Someone with Bookings can move a lesson, but only someone with Finances: Manage can refund it.
Only admins can
Whatever areas a staff member holds, these stay with admins:
- Give, change or take away anyone's access, and make or remove admins
- Connect Stripe, change bank details and payouts, choose how fees and payment methods work, and set the GST registration and the country
- Change the plan and billing
- Connect outside services: Xero, custom domains, the Facebook Page and the booking widget's websites
- Close the organisation or hand it over
An organisation always needs at least one admin. Horsify won't let you remove the last one, so make someone else an admin first.
Good to know
- They need a Horsify login. Access belongs to the person's membership of your organisation. If a staff record isn't a member of your organisation yet, Access tells you so. Invite them from Members with their email, then open Access again. You can choose their access straight away; it starts once they accept their invitation.
- Most access needs two-step verification. Anyone holding an area at Manage, or View of Events and entries, Members and volunteers, Communications, Finances, Store, Agistment, Bookings, Clients and progress or Instructors, signs in with two-step verification (an authenticator app or a text code), as admins do. The editor tells you when your choice needs it.
- Their membership must be active. Access only counts while their membership of your organisation is active.
- The Title on the Members page is for show. A title like "Office manager" or "Head coach" doesn't give any access. Access is only set here.
- Coaches see their own lessons without any access. An instructor linked to their login sees their own lessons on My day with no areas at all. Give them Head coach (or the areas they need) to do more.
- Notices follow access. Horsify's organiser notices (new entries, payments, booking requests, applications) go to your admins and the staff holding that area. Anyone who would rather leave an area to someone else can turn it off for themselves under Notifications → Settings → Notices from organisations you help run. Horsify won't let the last person hearing an area turn it off.
- View means read only. Staff with an area at View see its pages without the buttons that change things.
- "Can see everyone's day" is separate. That tick, on a staff record's Edit, decides who sees the whole school's day on My day. Access doesn't change it.
- Old "Organiser" roles. If someone was office staff the old way, by having "Organiser" or "Organiser Contributor" typed in their role, the editor says so. Choose Office to keep exactly what they have, or pick the areas you want. Saving replaces the old role.
Troubleshooting
| Problem | What to do |
|---|---|
| "isn't a member of the organisation yet" when I tap Access | They don't have a membership with your organisation under that email. Invite them from Members, then open Access again. What you choose starts once they accept the invitation. |
| Access won't open, or says you can't | Only admins can change access. Ask one of your admins. |
| They saved but still can't open a page | Check the area is at Manage if they need to change things, not just View. Then ask them to reload Horsify. |
| "An organisation needs at least one admin" | You're removing the last admin. Make someone else an admin first. |
| A staff member can see payments and shouldn't | Open Access and set Finances to None. Reception has Finances at View by default. |
Related Features
- Staff Roster and Timesheets
- My Day: the coach's working day, and the Everyone view
- Committee Management: where a club sets access
- Adding Members
- Riding School Setup Guide
Support
Questions? Email support@horsify.com.au.
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wiki/features/STAFF_ACCESS.md \nLast synced: 2026-10-21 13:18:24 UTC