Users & Roles

Manage user accounts, roles, and permissions.

User roles

Each user has exactly one role. You can change a user's role from Admin → Users.

Customer

Default role. Browse courses, enroll, shop, manage their profile.

Instructor

Access the instructor dashboard for their assigned schedules and rosters.

Staff

Day-to-day shop and course operations: products, orders, rentals, schedules, enrollments, paperwork, notifications.

Manager

Everything Staff can do, plus discount codes, cancellation policy, viewing invoices/billing/audit log/users.

Content Editor

Site presentation only: branding, brands, homepage, content, shop info. No customer or financial data.

Bookkeeper

Finance reconciliation: manage invoices and billing; view orders, contacts, audit log.

Admin

Full access to the admin panel for this site.

Permission matrix

Which admin areas each role can reach. ● means the role can manage (create, edit, delete) that area; ◐ means the role can view but not change; · means no access.

Customer and Instructor have no admin-panel access, so they are omitted from this matrix. Platform Admin is a platform-level role granted by Plex and has full access across every tenant.

Managing users

View and manage all users under Admin → Users. The user table shows each user's name, email, role, email verification status, and creation date. Use the search bar or the role filter at the top to narrow the list. Click a user row to expand their actions: change role, correct a mistyped email, reset password, ban or unban, sign out all sessions. Saving a new email resets the user's verification status, so use the Mark Email Verified action if the new address has already been confirmed out of band.

Banning a user prevents them from logging in without deleting their data. Only Admin can change roles or ban users — Manager can view the user list but not edit it.

Customer tags

Every user has a free-form set of customer tags you can use to mark membership in groups like “veteran,” “military,” “student,” or “first-responder.” Edit them from the expanded row in Admin → Users — comma-separated input, tags appear as small chips next to the user's name once saved.

On the Discount Codes form, set Restrict to customer tag to gate a code to a specific tag. Customers who try to redeem without the tag see “This code is reserved for a specific customer group.” The discount form suggests existing tags so the wording stays consistent across customers and codes.

Activity history

Each customer's detail page shows a combined Activity history — their shop orders and course/trip/event enrollments in one timeline, newest first. Every row shows the date, an Order or Event tag, the status, and the amount. Order rows open that order directly; event rows jump to the schedule. No more cross-referencing the Orders and Enrollments pages to see what a customer has done.

Email verification

When a new account is created (by the user or by an admin), a welcome email is sent with a verification link. The user's email is marked as unverified until they click the link. Verification status is visible in the admin user list and on the user's profile page.

Users can resend the verification email from their profile settings if needed.

Creating users during enrollment

When enrolling a student from the admin panel, you can create a new user account directly from the enrollment form. Enter the student's name and email — the account is created and a welcome/verification email is sent automatically. No need to create the user separately first. You can also create a customer with just a name — useful for walk-in cash sales. Add their email later from the users page, and the standard verification email kicks off automatically so they can claim the account.