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.
Settings › Team & access
ขั้นตอน
- 1Open Settings › Team & access.
- 2Click Member in the Team & access section header.
- 3Type their email address, their name and their role.
- 4Click Save. The invitation email leaves right away.
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รู้ไว้จะดี
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.
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.
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 member balances: see what each member owes and has paid, at the desk and on their profile. View revenue & reports: see studio revenue, totals, reports and payroll (it includes member balances). 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.
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.