Team and roles

Roles and permissions

Most trainers start out solo, but as your business grows you might bring in a second coach to cover classes, or an assistant who handles booking requests while you're with clients. Your team can have three roles, each with different levels of access:

• Owner — The person who created the business. Owners have full access to everything, can invite or remove team members, and manage billing. Only one person per business holds this role.
• Admin — Runs the business with you: every booking, client, report and setting, plus the coaches on the team (inviting, assigning and removing them). Admins can't change billing or the organization itself, and only the owner can add, change or remove another admin. This is the role for a trusted co-coach or manager.
• Coach — Their own schedule, and nothing else. A coach works the bookings, calendar and services of the coach profile(s) an owner or admin has linked them to (see Assigning team members to a coach), and starts out linked to none. With their own clients — people who've had a booking with one of their coaches in the last year (or have one coming up), or who have a program with them — they can message them, keep the shared private note, and see their history with those coaches. Someone whose last booking with them is more than a year old drops off their list until they book again; owners and admins still see everyone. Analytics shows them their own numbers only. They do not see the Payments page, the whole business's figures, any other client, the activity log or any settings, and they cannot invite or assign anyone themselves. By default they can't refund bookings or mark them paid either — see Letting coaches handle payments below. Use this for reception working the coaches they're assigned to, or a coach who runs their own bookings without visibility into anyone else's revenue.

Owners and admins who also coach

If you coach clients yourself, link your own coach profile: in Settings → Team, click Link own coach profile on your row and tick your coach. You still see everything — the link just tells Stund which coach is you, so My Classes shows your own classes, you can hand a class over or pick one up as that coach, and Mine on the Bookings and Calendar pages (and in the mobile app) narrows them to your own schedule. The owner can do this for any admin; an admin can do it for themselves.

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Inviting team members

Owners and admins can invite coaches. Only the owner can invite an admin. To invite someone:

1. 1Go to Settings → Team
2. 2Find the Invite team member form
3. 3Enter their email address
4. 4Pick their role: Coach for someone who only needs to manage their own coach schedule, or — if you're the owner — Admin for a co-coach you'd trust with your payments, your client register and your settings
5. 5Optionally tick coach profiles: for a Coach, the one(s) they'll work; for an Admin who also coaches, their own
6. 6Click "Send Invite"

An invitation email goes out to them with a secure link. They can accept it and join your team even if they don't have a Stund account yet — they'll create one as part of accepting the invitation.

Sending the invitation adds them to your team right away — they'll appear in your Active Members list immediately. If the invitation email doesn't arrive, don't invite the same address again (you'll be told they're already a member). Instead, ask them to log in or sign up on Stund with the invited email address — your business will already be waiting for them there.

Letting coaches handle payments

By default only the owner and admins can refund a booking, mark it paid or unpaid, or return a deposit. If your coaches take payment in person — cash at the session, say — you can let them do this themselves: in Settings → Team, turn on Coaches can handle payments. Owners and admins can both change it.

Coaches still only act on bookings for the coach profiles they're linked to, and they still don't see the Payments page. With the setting off, a coach can still cancel a booking. They say who asked — We're cancelling or The client asked to cancel — and choose the refund: Full refund, or Cancellation policy (what the client would get cancelling themselves right now). Only someone who can handle payments — the owner, admins, and coaches once this setting is on — can enter Other percentage. A package credit is restored whichever refund is chosen. They also can't create a booking that ends up free — a price of 0 or a discount covering it — or send a booking invitation that does.

The same setting decides who manages Memberships. Owners and admins always can. With Coaches can handle payments on, a coach can also create and edit memberships and pause, resume, give a free period to or cancel a member — but only for memberships whose sessions are booked on a service offered on their own coach profile alone. A membership with no service, or one shared with other coaches, stays with the owner and admins. With the setting off, coaches don't see Memberships at all.

Changing someone's role

Open Settings → Team and pick a new role from the dropdown beside a member. Only the organization owner can change roles, and only between Admin and Coach.

The owner's own role can't be changed here — handing over an organization is a bigger step than a dropdown, so contact support if you need to transfer ownership. You also can't change your own role, which stops an owner from accidentally locking themselves out.

Invitations that haven't been accepted

An invitation shows as Invite pending until that person opens your dashboard for the first time. The link in their invitation email takes them straight there once they sign in, whether they create a new account or log into one they already have — any sign-in method works. If the email went missing, use the send button beside their name to issue the link again — you don't need to remove and re-invite them.

Removing team members

Owners and admins can remove coaches; only the owner can remove an admin. If a coach moves on or an assistant stops working with you:

1. 1Go to Settings → Team
2. 2Find the person in the Active Members list
3. 3Click the delete icon (trash can) at the end of their row
4. 4Confirm the removal

Once removed, they lose access to the dashboard immediately but keep their own account and any bookings made under their email. Messages they had scheduled with Send later won't go out: each stays in the outbox until its send time, then is cancelled instead of sent and shows in the client's timeline as not sent. That holds even if you invite them again — until they accept, they don't count as part of the team. The same happens to a coach's scheduled message once that client is no longer theirs.

Changing someone's role keeps the coaches they're linked to: a coach promoted to admin keeps their own coach profile, and an admin moved to coach keeps working that coach's schedule.

Multiple businesses

You can belong to multiple businesses on Stund and switch between them. Each one is separate — the team, clients, coaches, and settings for one don't appear in another. To switch, look for the business switcher in the top navigation or sidebar of the dashboard.

Seeing what your team has done

The Activity tab on the Analytics page is a read-only log of everything that has happened in your organization: booking changes with who made them, every email and SMS with whether it arrived, and any outbound webhooks. Filter by source or by time window.

It is assembled from records the system already keeps, so nothing there can be edited or deleted — including by you. That is the point of an audit log.

Account security

Your own account security keeps your business safe. Here's how to strengthen your login:

• Passkeys — The most secure option. A passkey is stored on your device (phone, laptop, or security key) and lets you sign in without remembering a password. Stund prompts you to add a passkey when you first log in. A passkey can only be added once your email address is confirmed — Your account shows how if it isn't yet.
• Email codes — A one-time code sent to your email each time you sign in. It's quick and works from any device.
• Magic links — A secure link sent to your email. Click it to sign in without typing a password.

You can choose which method to use each time you log in, or set up multiple methods as backups. Passkeys are recommended if your device supports them — they're faster and more secure than codes or links.