Staff Management
Invite team members, configure role-based permissions, manage shifts, and track staff time for your gym.
Manage your entire team from one place. Assign roles with appropriate permissions, schedule shifts, and track hours worked.
Staff Roles
Each role has a pre-configured set of permissions, which you can customise:
Owner
Full administrative access to everything
- Access all locations
- Manage billing and payments
- Configure all settings
- Manage other staff accounts
- View all financial data
Area Manager
Oversees multiple locations
- Access assigned locations
- View financials for their areas
- Manage staff within their locations
- Override bookings and memberships
- Process refunds (with limits)
Manager
Full operational access for one location
- Manage members and memberships
- Edit schedule and classes
- View reports and analytics
- Process sales and payments
- Manage staff schedules
Coach / Instructor
Class teaching and member interaction
- View their assigned classes
- Mark class attendance
- View member profiles (basic info)
- Add member notes
- Cannot process payments
Front Desk / Staff
Day-to-day member operations
- Check in members
- Create new memberships
- Process point-of-sale transactions
- View and edit member details
- Book classes for members
Marketing
Campaigns and lead management
- Create and send campaigns
- Manage leads and follow-ups
- Create promotions and promo codes
- View marketing analytics
- No access to member or financial data
Inviting Staff Members
Navigate to Staff
Go to your gym dashboard and click "Staff" in the sidebar.
Click Invite Staff
Enter the staff member's email address and select their role.
Configure Access
- Locations - Which locations they can access
- Start Date - When their access begins
- Classes - For instructors, which class types they can teach
Send Invitation
The staff member will receive an email with instructions to create their account and set up their profile.
Invitations expire after 7 days. You can resend invitations from the Staff page.
Customising Permissions
While roles have default permissions, you can customise them for your gym:
Go to Settings → Permissions
Open your gym settings and navigate to the Role Permissions section.
Select a Role
Click on the role you want to customise (Manager, Coach, Staff, or Marketing).
Toggle Permissions
Enable or disable specific permissions:
- Member Management - Create, edit, delete members
- Membership Management - Cancel, freeze, create subscriptions
- Financial - View revenue, process refunds, view reports
- Classes - Manage schedule, override bookings
- Staff - View and manage other staff
- Marketing - Campaigns, leads, promotions
Changes to role permissions affect all staff members with that role. Consider creating custom roles if you need different permission sets.
Shift Scheduling
Creating Shifts
Schedule staff shifts to ensure adequate coverage:
- Create shifts for each role type
- Set start and end times
- Assign to specific staff members
- Set up recurring shift patterns
Staff Availability
Staff can set their availability preferences:
- Mark days they're available or unavailable
- Request time off in advance
- Set preferred working hours
- Managers can approve or deny requests
Encourage staff to keep their availability up to date. This makes scheduling much easier and reduces last-minute changes.
Shift Swapping
Allow staff to swap shifts with each other:
- Staff requests a swap with a colleague
- Colleague accepts or declines
- Manager approves the swap
- Schedule updates automatically
Time Tracking
Clock In/Out
Staff can clock in and out using the admin app:
- Simple clock in button when arriving
- Clock out when leaving
- Break tracking if enabled
- Location verification optional
Timesheet Review
Managers can review and approve timesheets:
- View hours worked per staff member
- Compare against scheduled shifts
- Approve or adjust time entries
- Export for payroll processing
You can set up automatic clock-out if a staff member forgets. This prevents inflated hours from forgotten clock-outs.
Staff Profiles
Each staff member has a profile containing:
- Personal and contact information
- Role and permission level
- Assigned locations
- For instructors: qualifications and certifications
- Working hours and time off records
- Activity history
Instructor Bio
Instructors can add a public bio that members see:
- Profile photo
- Biography and experience
- Specialities and certifications
- Classes they teach