Roles and Permissions

Apotheo uses a role-based system to control what each team member can see and do. When you add someone to your team, you assign them a role that determines their level of access.

Available Roles

Owner

The account owner has full access to everything. This role is assigned to the person who created the Apotheo account and cannot be transferred through the team management interface.

Owners can:

• Access all settings and configuration
• Manage team members (add, edit, deactivate)
• View all clients across the team
• Manage billing, pricing, and Stripe settings
• Configure branding, forms, and integrations

Admin

Admins have broad access similar to the owner, but can be added and removed.

Admins can:

• Access most settings and configuration
• Manage team members
• View all clients across the team
• Configure services, forms, and content

Coach

Coaches have access focused on their own clients and day-to-day coaching tasks.

Coaches can:

• View and manage their assigned clients
• Respond to check-ins
• Send messages
• Manage training and nutrition plans for their clients
• View their own dashboard metrics

Coaches cannot:

• Access team management settings
• Modify account-wide settings (branding, pricing, services)
• View clients assigned to other coaches (unless given access)

Viewing Team Members

Navigate to Settings > Manage Coaches to see your team. The page has two views:

• Grid view — shows team members as cards
• Table view — shows team members in a traditional table

Each member displays their name, role, and the number of clients assigned to them.

Changing a Role

1. Navigate to Settings > Manage Coaches
2. Click the Edit button on the team member
3. Select a new role from the Role dropdown
4. Confirm the change

Note: Some role changes may require confirmation, especially when downgrading an admin to a coach. A warning will explain what access will be lost.

Not all role changes are available — some accounts have restrictions on which roles can be changed.

Role-Based UI Visibility

The Apotheo interface automatically adapts based on role. Coaches see a simpler sidebar with just their essential tools, while admins and owners see the full settings and team management options.

Updated on: 12/03/2026