Invite or Create a Staff User
Invite a teammate, set their role and location access, and manage pending or disabled staff accounts.
Invite a teammate
Go to Staff > Team.
Choose Invite.
Enter the teammate's email address.
Choose a role. The role controls what the teammate can see and do.
For multi-location gyms, choose all locations or specific locations.
Send the invitation.
What the teammate does next
They receive an invitation email with a setup link.
They enter their name, choose a password, and confirm the password.
Passwords must be at least 8 characters and match confirmation.
After accepting, they are asked to set a 4-digit staff PIN.
Invitations expire, so send a new one if the link is no longer valid.
Edit an active staff user
Open Staff > Team.
Find the staff member in Active staff.
Use Edit to change their name, role, or location access.
Save the changes.
Ask the staff member to refresh or sign out and back in if they still see old permissions.
Disable or re-enable staff
Use Disable when a staff member should no longer be able to sign in.
You cannot disable or remove your own staff account. Ask another owner if your access needs to change.
Disabled staff appear in the Disabled section and can be re-enabled by someone with the right permission.
Use Reset PIN when a staff member forgets their PIN; they will set a new one on next sign-in.
Common issues and fixes
Email already has a pending invitation: wait for the pending invite to expire or use the existing pending invite.
Email is already active staff: edit the existing staff user instead of inviting them again.
Role dropdown is missing the desired role: create or edit the role before sending the invitation.
No location access selected: choose All locations or at least one specific location for location-scoped work.