How do I give my staff access, and what can each role do?

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.

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.

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.

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.

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 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.

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.