Setting Up and Managing Staff
Guide to add, edit, and remove staff members from your account
Adding Staff
There are two ways to add a staff member to your Fitness GM account - Create Staff and Invite Staff.
Option 1: Invite Staff
Invite a staff member to join Fitness GM. They will receive an email prompting them to accept the invitation and complete their own account setup, including creating a password. Best used when you want the staff member to choose their own password or enter their own information.
Admin Steps:
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Go to Staff → Add New → Invite Staff
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Enter name and email address
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Select Role - admin, manager, or trainer
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Select Send Invitation
→ See Staff Permissions for a detailed breakdown of each role's permissions.
Staff Member Steps:
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Receive an email with the subject line "You've been invited to join"
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Click Accept Invitation
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To complete their account setup, enter and confirm Password
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Select Create Account
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They'll receive an automatic email welcoming them to the account
Option 2: Create Staff
Create a staff profile without them needing to accept an invitation. Their contact and personal information, password, and role will be selected during creation. Best used for quick creation, email issues, and choosing what information must be added.
Steps:
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Go to Staff → Add New → Create Staff
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Enter staff member's contact information
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Choose role - admin, manager, or trainer
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Select Create Staff
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They'll receive an automatic email welcoming them to the account
→ See Staff Permissions for a detailed breakdown of each role's permissions.
Editing Staff
You can update a staff member's contact information at any time. This includes name, phone number, email address, home address, and password.
Steps:
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Go to Staff → select the actions icon (⋮) → Edit
Note: Roles cannot be changed after creation. To assign a staff member a different role, delete their profile and re-add them under the new role.
Deleting Staff
Deleting a staff profile permanently revokes their access. It can also be used to re-send a pending invitation — delete the profile and re-invite the staff member.
Steps:
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Go to Staff → select the actions icon (⋮) → Delete → Delete
What happens:
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Access is revoked immediately
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All profile information is permanently deleted
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This is permanent. Deleted profiles cannot be restored
Group Staff Accounts
A group account is a shared staff profile designed for situations where multiple people need the same level of access, such as a front desk. To set up one, create a staff profile using a general name (e.g. "Front Desk"), a shared email address, and a shared password. Multiple devices can be logged into the same profile simultaneously.
Steps:
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Go to Staff → Add New → Create Staff
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Enter general name, shared email address, and password
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Choose role - admin, manager, or trainer
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Select Create Staff