Roles: what owners, staff and coaches can do

Use this page to pick the right role when you add someone to your team. Each person has one or more roles, and roles decide which menu items they see and what they can change.

Who can do this: Practice owners (choosing roles) · Available on: All plans

At a glance

✅ can do it · ❌ can't

Area or action Owner Staff Practice coach
Dashboard, Members, Messages, Analytics ✅ ✅ ✅
Curriculum, Resources, Forms, Care Cadences, Supplements, Labs ✅ ✅ ✅
Add or remove plans in the Practice Catalog (Curriculum → Library) ✅ ✅ ✅
Customize Vibility content and edit your own plans, modules, units and cards ✅ ❌ (button shows, but fails) ✅
Create and edit your own care cadences ✅ ❌ ¹ ✅
Register a member and pay the activation ✅ ✅ ❌ can open Member Registration but can't complete a paid registration
Pick a coupon during Member Registration or Assign Plan ✅ ✅ ❌
Resend a member's login email or send a password reset ✅ ✅ ✅
Change a member's login email ✅ ❌ ❌
Practice Settings ✅ ✅ ❌
Practice Settings → Integrations: connect Aptogenix, link bundles and set bank platform defaults ✅ ✅ ❌
Save practice settings: practice information, branding and white label (including logo uploads), coaching settings (staff can save Enable Coaching but not Assign Coaching), notification settings, MSQ score alert thresholds, onboarding settings and plan pricing ✅ ❌ ² ❌
View and save business hours and sender identity ✅ ❌ ² ❌
Edit practice Notes ❌ ❌ ❌ (Vibility staff only)
Subscription & billing: invoices, payment settings, coupons ✅ ✅ ❌
Subscription & billing: the Subscription tab ✅ ❌ ❌
Staff Users: add staff and coaches ✅ ✅ ❌
Add another owner ✅ ❌ ❌
Notifications (business hours and sender identity are owner-only) ✅ ✅ ❌

¹ Saving cadences is limited to owners and practice coaches.

² Staff can open these pages but get an error when saving. MSQ score alert thresholds are the exception: a staff save shows no error, but the change isn't saved. Business hours and sender identity are owner-only even to view: staff can't load these settings, so their Save buttons stay disabled with no message.

Creating or editing coupons, or changing a member's coupon after registration, is done by Vibility.

If a practice coach opens Practice Settings, Staff Users or Notifications from a bookmark, Vibility sends them back to the Dashboard.

The roles in plain terms

  • Owner: runs the practice account. Only owners see the Subscription tab, add another owner, change a member's login email or save practice settings.
  • Staff: runs day-to-day operations: registering members, payment method, invoices, coupons and adding staff and coaches. Practice staff don't build or change curriculum. They see the Customize and Edit buttons, but customizing or editing fails with an error.
  • Practice coach: works with members and shapes your programs: customizing Vibility content, building cadences, messaging and reviewing progress. Practice coaches don't see practice setup, your team list or billing. An owner or staff member completes paid registrations and applies coupons.

One person can hold several roles. For example, a practice coach who also handles the front desk can be both Coach and Staff. See Adding staff and coaches.

Good to know

  • Staff can open Practice Settings but can't save it. Only practice owners can save practice information, branding and white label (including logo uploads), coaching settings, notification settings, MSQ score alert thresholds, onboarding settings and plan pricing. Staff get an error when saving any of these, except MSQ score alert thresholds: there, a staff save shows no error but the change isn't saved. For coaching settings, staff can save Enable Coaching, but Assign Coaching fails, so staff should ask an owner to change coaching settings. Business hours and sender identity are owner-only even to view: staff can't load them, so the Save buttons stay disabled with no message. Ask an owner to make the change.
  • Integrations is the exception. In Practice Settings → Integrations, staff can connect Aptogenix, link bundles and set bank platform defaults.
  • Practice Notes are edited by Vibility staff only.
  • Vibility's own team (Vibility coaches and support) has separate roles that aren't covered here.
  • Members have their own login and only see the member app. See What your members see.

If something goes wrong

What you see What it means What to do
You land on the Dashboard when you open a page Your role doesn't include that page. Ask a practice owner to add the role you need.
"Failed to update practice information", "Failed to update address" or "Failed to update provider details" Your role can view this page but not save it. Ask a practice owner.
"Failed to save branding" or "Upload failed" Only practice owners can change branding or upload a logo. Ask a practice owner.
"Failed to update coaching settings" Only practice owners can change coaching assignments. Ask a practice owner.
The Save buttons for business hours or sender identity stay disabled Only practice owners can load and change these settings. Ask a practice owner.
"Member activation billing requires a platform admin, practice owner, or staff role" Practice coaches can't complete a paid registration. Ask an owner or staff member to register the member.
"Your role does not allow assigning the 'owner' role in this practice" Only practice owners can add another owner. Ask a practice owner.
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