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 Staff accounts 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.
What a coach sees by default
A coach sees their own classes and the people booked in them, and nothing else: no full list of members, no leads, no shop, no messages and no campaigns. The schedule opens on their own classes, and the app shows no trial or billing banner.
Without a language of their own, a team member opens the software in your studio's first language, never in the language of their browser. You can give them another one in the invitation, under Language for emails and the app.
Invite someone to the software
Path: Settings › Team & access › Invite.
The email is the only required field. Add a name and pick a role. Send invitation 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.
If you pick the Coach role, the form also asks Also a coach on the schedule?: choose No, an existing coach, or Create a new coach, so that the login and the coach card are linked.
A coach who also needs to sign in already has a card: open the coach, then click Give this coach access. The invitation form opens already filled in and linked to that coach.
Language for emails and the app is the language of the emails you send this person. It is also the language the software opens in the first time they sign in; they can change it later from their own menu.
- 1.Open Settings › Team & access.
- 2.Click Invite in the Staff accounts section header.
- 3.Type their email address, their name and their role.
- 4.Click Send invitation. The 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, then open the ⋯ menu on their line and choose Resend invitation. Their line says Pending until the invitation has been used.
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 member balances 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 member balances and your revenue by default. If you want them to see what each member owes without seeing your revenue, untick View revenue & reports for that role and keep View member balances. Recording a payment and seeing the figures are separate capabilities.
The permission grid
Eleven capabilities, four columns. Tick a box to grant, untick to take away. The Owner column is a ticked box that you cannot change.
Manage members: add, edit and archive members. Manage memberships: add, renew, freeze or cancel plans. Record payments: take payments at the desk, without revealing amounts. View member balances: see what each member owes and has paid, at the desk and on their profile. View revenue & reports: see gym revenue, totals, reports and payroll (it includes member balances). Manage schedule: create and edit classes, cancel sessions. Send messages: LINE, email and templates. Refund & void: refund, cancel or correct a recorded payment or sale. Delete records: delete members (they go to the trash), unpaid charges, sold memberships, notes and files. Import & export data: import members, undo an import, download member and attendance files. Gym settings: gym setup, 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. If your gym asks for a PIN again before sensitive actions, the code is asked when you save the grid.
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. Granting Gym settings to another role does not make it appear in the menu, and a non-manager who reaches the page is sent back to the dashboard. The one thing that role can open is the coach pay panel, from the pay line in Settings › Team & access.
Removing a team member
The ⋯ menu on a line of the Staff accounts list offers Edit, Resend invitation, Change role and Remove. Remove asks you to confirm, then ends that person's 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. The account holder, who created the gym and holds the subscription, cannot be removed from the team.
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.
Hide the amounts on your screen
The coins button in the top bar, which is also in the account menu, is called Hide amounts. Pressing it hides every money figure for your account, which helps at a desk that a client can see. The button then reads Show amounts.
The button only appears for people who are allowed to see amounts. The owner and the admins start with amounts visible. A coach or front desk account may open with them hidden: on a member profile, press the same coins button, among the buttons at the top of the profile.
It hides figures on the screen only. It is not a permission: to keep revenue away from a role, untick View revenue & reports in the grid above.