You can manage the staff you have at your gym from the "Managers & Staff" page.
Managers can be provided user access with specific permissions, and they can also be designated as instructors, which can be assigned to sessions in the schedule and appear as instructors in the website template we provide.
As the owner of the account, there are a few special features only you can access:
- Only you can add and remove staff to the account
- Only you can change the billing settings of the gym
- Only you can change staff user permissions
You can provide permissions for managers to access to all the other features, including member management, creating payments and subscription plans for members, attendance tracking, website management and more.
Adding and removing staff
To manage the people who have access to the account, visit the managers and staff screen.
The user that created the account is the owner of the account. Only that user can add or remove managers, and change the billing settings for the gym. That user can also transfer ownership to another user, if necessary, by clicking on the "Make Owner" button.
New managers can be added by clicking on the "Add Staff" button. The staff form looks this:
- Type:
- Managers are users that have access, but do not have an instructors profile. Instructors can be assigned to sessions in the schedule, and have additional fields for the instructor profile shown on the website.
- Instructors can have the same permissions as Managers, but they can also be assigned as instructors on classes and schedules. Payroll can be tracked for this staff type.
- The Front Desk type is a special type of user that only has access to the front desk mode. This allows you to create a user account that can be shared between multiple people, and save its access credentials on a public tablet without concern that people might be able to access your account.
- Send Invitation: If you keep this checkbox checked, the staff member will be sent an invitation to join your account as a full user. Keep this checked if you want them to have their own user account. Uncheck this for instructors who don't actually use the software.
- Account Access: If you do invite a staff member to join as a full user, you can manage their permissions to access different parts of your account. See full explanation below.
Permissions
By default, all staff members can access the Dashboard, and have access to their own schedule.
You can change permissions for different managers to accommodate specific roles in your gym. Click on the pencil button to the right of the permissions to edit the current permissions.
What each permission includes:
Members
View Members: Grants access to the Member list, Content tab, and Member Growth. You can click into member/visitor profiles, but you cannot edit anything, or view invoices. The Leads status shows up on the member list, but you cannot access it.
View Invoices: This permission does nothing on its own. View Members must be enabled for this setting to work. This permission allows staff members to view invoices on member profiles.
Edit Members: This permission does nothing on its own. View Members must be enabled for this setting to work. This permission allows staff to edit member profiles.
Member Check-in: This permission allows staff members to access the Check-in and Multiple check-in tabs.
Member Settings: This permission allows staff members to access the Members Settings and Attendance Settings tabs. This permission also displays the Members tab, but clicking on it returns you to the Settings tab.
Manage Tags: This permission allows staff members to manage tags under the Settings tab. With only Member Settings enabled, the Manage Tags tab will show up under Member Settings, but the staff member will be unable to edit them.
Billing
Payment List: This permission allows staff members to see invoices on member profiles, as well as grants access to the Payments tab, Recurring tab, and Discounts tab. Also grants access to the Sales tab, allows them to create point of sale transactions, and view past sales. They cannot manage products. This permission also enables “View invoices”.
Modify Payments: This permission does nothing on its own. Payment List must be enabled for this setting to work. This permission allows staff members to modify invoice amounts. This permission also allows staff members to refund payments without the Refund Payments permission being enabled.
Refund payments: This permission does nothing on its own. Payment List and View Invoices, or View Members and View invoices must be enabled for this setting to work. This permission allows staff members to refund payments, and can be enabled independently of the “Modify payments” permission.
Billing Settings: Grants staff the ability to access all Billing Settings except for the ability to add a Payment Processor to the account. This is still visible, but is blocked barring the Payment Processor permission.
Payment Processor: Must have Billing Settings enabled to access this. Once enabled, “Payment Processor” allows for the adding, removing, and syncing of it to Gymdesk.
Point of sale
Create Sale: Grants staff the ability to process sales transactions
Manage Products: Allows for staff to create different products and categories for point of sale items
Sales Settings: You cannot do anything with just this selected. To use this you must have the “Create a Sale” permissions enabled. From inside the Sales menu you can then select Settings, but there is no other way to get there with just these two permissions. There is no sidebar Sales icon.
Website
Website Content: This permission allows staff members to create and edit website pages, including the homepage via the builder.
Website Settings: This permission allows staff members to edit website settings (domain, color scheme, navigation, etc).
Marketing
Marketing: Grants full access to the Marketing tab of Gymdesk. This includes free range over Automations, Leads, and Messaging.
Marketing Settings: By itself, this does not allow you to have the ability to click Settings. You must also have the “Marketing” permission selected to use this.
Account
Staff Management: Grants access to the ability to add and edit other staff member’s permissions. If nothing else is selected, this will grant access to a limited view of the Gym tab.
Manage Tasks: Allows staff members to assign tasks to other staff members. You can create tasks regardless of this permission, but must have this selected to delegate them to others
Manage Payroll: Gives access to the Payroll side menu item, allowing the staff member to pull payroll reports for specified date ranges
Functionality
Front-Desk Mode: Does not force you into Front Desk Mode. This gives you the option to select it on the left menu
Franchise View: Allows for full Franchise tab access, which includes viewing reports, and the ability to migrate settings from one location to another
Dashboard Notifications: Should revisit this. Seems to be broken, unless this is possibly tied to another permission. At the moment, you can see Dashboard Notifications regardless if this is turned on or off
Gym
Gym Schedule: Allows full access to the Gym Schedule, allowing staff to create classes, delete classes, and create additional schedules
Gym Settings: Allows staff to change anything in Gym Settings ranging from the logo, language, or even General Information (email sending address, phone number, address, location name)
Check-in and Payroll
There are two ways to track payroll expenses through Gymdesk - hourly based and session based. When you create or edit a staff member, you can define their hourly or per session rates (or both).
When a staff members checks-in with their check-in code (in the member check-in area), it would add 1 session for payroll calculation. Staff members can also log hours worked when they sign-in to their account. If you set an hourly rate to their account, they'll have a "Log Payroll" button at the bottom of the left-side menu, allowing them to input their hours.
As the account owner, you're also able to manually log hours for any of the staff members yourself. Click on the clock icon in the staff listing to log hours for that staff member.
Instructors
Instructors have additional fields for displaying on the website we provide as part of your account.
You can upload a photo of the instructor for their website instructor page, as well as set a bio to be shown there - information about their rank and lineage, competition history and teaching credentials. If you would prefer not to show a specific instructor on the website, you can toggle off the "Show on Website" option at the top-right.