Staff Management

FineGym allows you to add staff members with configurable permissions, set their availability for appointments, and track their activity. Staff can be coaches, trainers, receptionists, or administrators.

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Overview

Staff management includes:

1. Staff Profiles - Basic information and contact details
2. Permissions - Control what each staff member can access
3. Availability - Configure schedules for appointments
4. Notes - Internal notes about staff members
5. Assigned Members - Members assigned to this staff for tracking

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Adding Staff Members

Creating a Staff Account

Location: Staff → Add Staff

Click Add Staff to create a new staff member:

Step 1: Basic Information

Field	Description	Required
Full Name	Staff member's name	Yes
Email	Login email address	Yes
Phone	Contact phone number	No
Profile Photo	Profile picture	No
Birthday	Date of birth	No
Country	Location (defaults to business country)	Yes
Address	Full address (auto-complete available)	No

tip

The email address is used for:

• Staff login credentials
• System notifications
• Password reset

Step 2: Permissions

Select which areas the staff member can access. See Permissions for details.

Staff vs Members

Staff accounts are different from member accounts:

Feature	Staff	Members
Admin dashboard access	Yes	No
Mobile app access	Limited	Yes
Can be assigned to classes	Yes	No
Can process check-ins	Yes	No
Can view reports	Based on permissions	No
Has membership	No*	Yes

*Staff can also be members if they have both profiles.

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Staff Profile

Accessing a Staff Profile

From the Staff list, click on any staff member to view their profile.

The profile page contains tabs:

Tab	Content
Profile	Basic information, photo, contact
Permissions	Access control settings
Availability	Appointment schedule
Booked Sessions	Their upcoming appointments
Assigned Members	Members assigned to them
Notes	Internal notes

Editing Staff Information

Click Edit on the profile card to modify:

• Name and contact details
• Profile photo
• Address information

Staff Notes

Add internal notes about staff members:

1. Go to the Notes tab
2. Click Add Note
3. Enter note text
4. Optionally add a tag
5. Save

Notes are visible only to administrators.

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Permissions

Permissions control what each staff member can see and do in the admin dashboard.

Permission Groups

FineGym uses permission groups to manage access:

Group	Access To
Memberships	Members, membership plans, check-ins
Schedule	Classes, events, calendar
Appointments	Appointment types, bookings
Products	POS, inventory
Discounts	Discount codes and promotions
Payments	Invoices, transactions
Reports	Analytics and reporting
Business Settings	System configuration
Refunds	Process refunds

Assigning Permissions

Location: Staff → [Staff Member] → Permissions

1. Go to the staff member's Permissions tab
2. Check the boxes for each permission group to grant
3. Click Save Changes

Permission Examples

Receptionist:

• Memberships ✓
• Schedule ✓
• Check-ins ✓

Personal Trainer:

• Appointments ✓
• Schedule ✓

Manager:

• All permissions ✓

Owner/Admin:

• All permissions (automatically granted)

Owner Permissions

The account owner has full access and cannot have permissions removed. This ensures there's always someone with complete system access.

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Staff Availability

Staff availability determines when members can book appointments with them.

Setting Up Regular Hours

Location: Staff → [Staff Member] → Availability

Creating a Schedule

1. Click Add Schedule (if none exists)
2. Name the schedule (e.g., "Main Schedule")
3. Add time slots for each working day

Adding Time Slots

For each day they work:

1. Select the Day of Week
2. Set Start Time and End Time
3. Add multiple slots if they have breaks

Example:

Day	Time Slots
Monday	9:00 AM - 12:00 PM, 1:00 PM - 5:00 PM
Tuesday	9:00 AM - 5:00 PM
Wednesday	9:00 AM - 5:00 PM
Thursday	9:00 AM - 12:00 PM
Friday	9:00 AM - 3:00 PM

Custom Availability (Overrides)

Override regular hours for specific dates:

1. Go to the Availability tab
2. Click on a date in the calendar
3. Choose:
   • Mark Unavailable: Block entire day
   • Set Custom Hours: Specific hours for that day

Use for:

• Vacation days
• Holidays
• Special schedules
• Sick days

Linking to Appointment Types

For staff to appear available for an appointment type:

1. The appointment type must have their schedule linked
2. Go to Appointments → [Appointment Type] → Edit
3. Add the staff member's schedule

Multiple Schedules

Staff can have multiple schedules for different appointment types. For example:

• "PT Schedule" for personal training
• "Consultation Schedule" for nutrition consults

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Booked Sessions

Viewing Staff Appointments

Location: Staff → [Staff Member] → Booked Sessions

See all appointments booked with this staff member:

Column	Description
Date & Time	Scheduled appointment
Appointment Type	Type of service
Member	Client name
Status	Booked, Checked In, etc.

Filtering Sessions

Filter by:

• Date range
• Appointment type
• Status

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Assigned Members

Track which members are assigned to a staff member (e.g., PT clients).

Viewing Assigned Members

Location: Staff → [Staff Member] → Assigned Members

See members where this staff is set as their "Assigned To" contact.

Assigning Members to Staff

When creating or editing a member:

1. Go to member profile
2. Set the Assigned To field
3. Select the staff member

Use for:

• Personal training clients
• Nutrition program participants
• VIP member contacts

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Frontdesk Mode

Staff can enter Frontdesk Mode to create a self-service kiosk.

Enabling Frontdesk Mode

1. Staff logs into the dashboard
2. Navigate to account settings
3. Click Enable Frontdesk Mode
4. Enter password to confirm

Frontdesk Mode Features

While in frontdesk mode:

• Screen becomes check-in kiosk
• QR scanner and PIN pad available
• No access to other dashboard features
• Password required to exit

See Check-Ins & Attendance for details.

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Staff Roles

Common Role Configurations

Front Desk Staff:

• Permissions: Memberships, Schedule, Check-Ins
• Purpose: Handle daily member interactions, check-ins, and basic inquiries

Class Instructor:

• Permissions: Schedule
• Purpose: View class schedule, see attendee lists

Personal Trainer:

• Permissions: Appointments, Schedule
• Availability: Configured for PT sessions
• Purpose: Manage own appointments and client sessions

Manager:

• Permissions: All except Business Settings
• Purpose: Oversee daily operations, handle issues

Administrator:

• Permissions: All
• Purpose: Full system configuration and management

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Best Practices

Onboarding New Staff

1. Create their account with basic info
2. Set appropriate permissions (least privilege)
3. Configure availability if they take appointments
4. Add them to relevant appointment types
5. Provide training on permitted features

Permission Management

• Start with minimal permissions
• Add more as needed
• Review permissions periodically
• Remove access for departing staff promptly

Availability Management

• Keep schedules up to date
• Use custom availability for known absences
• Block time for breaks and admin tasks
• Communicate changes to booked clients

Security

• Each staff member should have unique login
• Don't share accounts
• Use strong passwords
• Review active sessions periodically

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Troubleshooting

Staff Can't See Certain Features

Check their permissions:

1. Go to Staff → [Staff Member] → Permissions
2. Verify the necessary group is checked
3. Save changes and have them refresh

Staff Not Appearing for Appointments

Verify:

• Staff has a schedule configured
• Schedule has time slots
• Schedule is linked to the appointment type

Can't Delete Staff Member

Staff with:

• Assigned appointments
• Class assignments
• Transaction history

Cannot be deleted. Options:

• Remove from active duties
• Transfer assignments
• Archive instead of delete

Staff Locked Out

If staff can't log in:

1. Verify email address is correct
2. Send password reset email
3. Check if account is deactivated

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Related Topics

• Appointments - Staff appointment schedules
• Schedule & Classes - Assigning coaches to classes
• General Settings - System-wide settings
• Check-Ins & Attendance - Frontdesk mode