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User Management

Users are the people who use Metrognome—customers booking studios and staff running operations. This guide covers finding users, creating accounts, and handling common tasks like approvals and troubleshooting.

Finding a User

Most tasks start by finding the right account. Go to Staff → Users to see everyone in the system.

Quick search: Press ⌘K from anywhere in the app to open the command palette, then type a name or email to jump directly to a user.

From the users list:

  1. Use the search bar to filter by name or email
  2. Use the Role filter to narrow to customers, staff, or admins
  3. Use the Approved filter to find pending accounts

Click any row to open that user's detail page.

Creating an Account

Sometimes you need to set up an account for someone rather than having them self-register. This is useful when onboarding a new customer in person or setting up a staff member.

To create an account:

  1. Go to Staff → Users → New
  2. Enter their email, first name, and last name
  3. Click Create User

The system sends them a setup email with a link to set their password. The account is approved by default and assigned the User role, so they can start booking as soon as they complete setup.

Resending an Invite

If a user lost their setup email or the link expired, you can send a fresh invite.

To resend:

  1. Find the user
  2. Click Actions → Resend Invite

This sends a new setup email with a fresh link. It works even if the user already completed setup—in that case, it resets their password and they'll need to set a new one.

Sending Password Reset

When a user forgets their password or you have security concerns about their account, you can trigger a password reset.

To send a reset:

  1. Find the user
  2. Click Actions → Send Password Reset

The user receives an email with a link to set a new password. You'll receive a BCC confirmation that the email was sent.

Viewing User Details

The user detail page shows everything about an account. You'll find their profile info at the top, followed by their credit balances, reservations, and transaction history.

What you can edit:

  • Name, phone, bio
  • Notes (internal—the user won't see these)
  • Approved status

What's read-only:

  • Reservations, transactions, access codes
  • System IDs and timestamps

The System tab shows technical details including:

  • Invited At — When staff created the account
  • Setup Completed At — When the user set their password and completed onboarding

Use the Actions menu (top right) for approve, ban, impersonate, and Stripe actions.

Custom Access Codes

Every user has an access code for door keypads. The system generates codes automatically, but you can set a custom code if needed.

To set a custom code:

  1. Open the user's detail page
  2. Find the Access Codes section
  3. Click Edit or Set Custom Code
  4. Enter the 6-digit code
  5. Save

Code requirements:

  • Must be exactly 6 digits
  • Cannot be sequential (123456, 654321)
  • Cannot be all the same digit (111111)

Custom codes are useful when a user requests a memorable code or needs to match an existing code from another system.

Approving a User

New accounts are approved by default, but you may encounter users who need manual approval—either because they registered during a restricted period or were previously banned.

Unapproved users can sign in but can't make purchases or bookings.

To approve:

  1. Find the user (filter by Approved: Pending to see them quickly)
  2. Open their detail page
  3. Click Actions → Approve User

You can also approve directly from the list using the row action menu.

Banning a User

Banning prevents a user from making new purchases or reservations. Their existing reservations stay intact—you'll need to cancel those separately if needed.

To ban:

  1. Find the user
  2. Click Actions → Ban User

Only admins can ban users. Staff can approve but cannot ban.

Troubleshooting with Impersonation

When a user reports a problem, sometimes the fastest way to understand it is to see exactly what they see. Impersonation signs you in as that user so you can experience the app from their perspective.

To impersonate:

  1. Find the user
  2. Click Actions → Impersonate User

You'll be signed in as them. Use this to troubleshoot booking issues, verify what they can see, or test their experience.

Note: Impersonation requires the Staff or Admin role.

Messaging Preferences

Customers manage their own email and SMS marketing preferences from Account → Preferences. They can also unsubscribe via links in marketing emails or by replying STOP to text messages.

How consent works:

Channel Model Default
Email marketing Opt-out (CAN-SPAM) Subscribed until they unsubscribe
SMS marketing Opt-in (TCPA) Not subscribed until they explicitly opt in

Transactional messages — booking confirmations, payment receipts, password resets — are always delivered regardless of preferences.

Staff cannot currently view or override a customer's messaging preferences. If a customer reports not receiving marketing emails or texts, confirm they haven't opted out from their Preferences page (use impersonation to check).

Adjusting Stripe Balance

The Stripe balance is credit that applies to a customer's next payment—separate from prepaid studio credits. Use this for refunds, promotional credits, or correcting billing issues.

This option only appears for users who have made at least one purchase (which creates their Stripe customer record).

To adjust:

  1. Open the user's detail page
  2. Scroll to Stripe Balance
  3. Choose Add Credit or Remove Credit
  4. Enter the amount and reason
  5. Review the preview and submit

Add Credit reduces what they owe on their next invoice. Remove Credit increases what they owe (use this to reverse a credit added in error).

Managing User Permissions (Admin Only)

Admins can view and modify user roles and permissions from the Permissions tab on a user's detail page. Staff don't see this tab.

Role Assignment

The Permissions tab shows the user's current role and allows changing it:

  1. Select a new role from the dropdown
  2. For Staff, choose between Global (all locations) or Scoped (specific locations)
  3. If scoped, select which locations they can access
  4. Save changes

Explicit Permissions

Beyond role-based access, you can grant specific permissions directly:

  1. Click Grant Permission
  2. Select the permission to grant
  3. Optionally set an expiration date for temporary access
  4. Save

Explicit permissions appear in a list showing when they were granted and by whom.

Permission History

The tab shows both active and expired permissions. This audit trail helps track who had access to what and when.

→ Roles & Permissions — Full details on role capabilities

Reference

User List Columns

Column Description
ID Truncated system identifier
Name Full name
Email Primary email address
Phone Phone number
Status Approved or Pending badge
Last Sign In Most recent login
Created When account was created
Updated Last modification

Permissions

Action Permission Required
View users users.list.any
Create users users.create.any
Edit users users.update.any
Approve users users.approve.any
Ban users users.ban.any
Delete users users.delete.any
Adjust Stripe balance credits.adjust.any