How do I give my staff access, and what can each role do?
Coaches and team accounts are two different lists. Plus the permission grid, and what the invitation email really does.
Coaches and team accounts are two different lists
Path: Settings › Team & access.
The Coaches list at the top holds the people who teach: name, specialties, phone, email, pay rates, short bio, availability. The Team & access list further down holds the people who log in to the software.
They are separate on purpose. A coach card is a record about a person. It has no role and no login.
Adding a coach does not give that person access to the software. If your coach needs to open the app, you also have to invite them in Team & access, with their email.
Invite someone to the software
Path: Settings › Team & access › Member (in the section header).
The email is the only required field. Add a name and pick a role. Saving sends them an email right away, and you never type a password for them and never see it.
An address that has never signed up gets a Set your password button, valid for seven days. An address that already has a MoveMembers account gets a Log in button instead, and their existing password keeps working.
An address that already has an account is added to your gym on top of what it already has. Access to another gym, whether as owner or as staff, is never taken away. Someone who coaches in two gyms uses one account for both.
- 1.Open Settings › Team & access.
- 2.Click Member in the Team & access section header.
- 3.Type their email address, their name and their role.
- 4.Click Save. The invitation email leaves right away.
Do not create a second email address for somebody who already uses MoveMembers elsewhere. It works with the address they already have, and inviting them twice under two addresses gives you two team cards, two PIN codes and an activity log split in half. If they say the email never arrived, check the spelling and their spam folder, not their account history.
What each role can do out of the box
Owner has everything, always. Nothing can take a capability away from the owner. Admin has everything by default, and you can take capabilities away.
Coach can send messages, and nothing else from the managed list.
Front desk can manage members, manage memberships, record payments, SEE payments and revenue, and send messages.
On top of that, everybody keeps the everyday actions that are not on the list: booking a member into a class, marking attendance, checking someone in, searching, writing notes.
Front desk sees the amounts by default. If you want them to take money without seeing your revenue, untick View payments & revenue for that role. Recording a payment and seeing the figures are two separate capabilities.
The permission grid
Eight capabilities, four columns. Tick a box to grant, untick to take away. The Owner column is a fixed tick, not a checkbox.
Manage members: add, edit, import and archive members. Manage memberships: add, renew, freeze or cancel plans. Record payments: take payments and issue refunds, without revealing amounts. View payments & revenue: see amounts, revenue and payment history. Manage schedule: create and edit classes, cancel sessions. Send messages: LINE, email and templates. Delete records: permanently delete members, payments and the rest. Gym settings: business config, currency, team and access.
This grid does not save when you tick a box. The bar at the bottom of the screen appears and you have to click Save on it. Leaving the tab without saving loses your ticks.
Refusals are real, not just hidden buttons
The same grid runs on the server. A role without a capability is refused even if it reaches the action by another route.
Two worth knowing. Writing the workout of the day counts as managing the schedule, and a coach does not have that by default even though a coach usually writes it: grant Manage schedule to the coach role if you want them to write the programme. And restoring a team member from the trash needs Gym settings, not just Delete records.
The Reports page is the exception: it is reserved to Owner and Admin, full stop. Granting Gym settings to another role does not make it appear, and a non-manager who reaches the page is sent back to the dashboard.
Removing a team member
The bin icon on a team card asks you to confirm, then removes their access to the gym. The entry lands in the trash, under Team member, and stays recoverable there for the retention period. Restoring it brings back their role too.
How many staff accounts your plan includes
The free plan includes three accounts: yours and two more, which is enough to put someone else on the front desk. Paid plans lift the limit entirely. Once you reach it, clicking Invite opens the upgrade window instead of the invitation form, and the same limit is checked on the server.
The button in the empty state runs the same check as the one in the header. If you see the plan window instead of the form, it is the limit talking, not a bug.