Staff Management

Add team members, assign roles, and control who has access to different features. ClearGym's role-based access control ensures staff only see what they need.

Understanding Staff Roles

ClearGym has four staff roles with different permission levels:

Owner: The person who created the gym account. Full access to everything, including billing and payouts.
Manager: Senior staff who can manage staff, members, class templates, classes, membership plans, training plans and broadcasts, but not billing or payouts.
Trainer: Runs and edits the classes they teach, writes training plans for their own members, and manages members. Cannot manage staff, class templates, membership plans or broadcasts.
Front Desk: Manages members and views schedules, but cannot create or edit classes.

Note: There can only be one Owner per gym.

Best Practice: Assign the minimum role necessary. Use the Trainer role for class teachers who don't need administrative access.

See the detailed permissions table below for a complete breakdown of what each role can access.

Inviting Staff Members

Add new team members to your gym:

How to Invite Staff

Navigate to Staff in the main menu
Click Invite Staff
Enter the staff member's details:
- Full Name
- Email Address: They'll receive an invitation here
- Role: Choose Manager, Trainer or Front Desk
Click Send Invitation
They receive an email with an Accept Invitation button

The Invitation Process

What happens after you send an invitation:

Staff member receives the invitation email
They press Accept Invitation
They sign in or create their ClearGym login
They set their own password
They get access to your gym with the role you chose
They can use ClearGym straight away

Note: Invitations expire after 7 days. If not accepted, you'll need to resend the invitation.

Managing Existing Staff

View and manage your current team members:

Viewing Staff List

Go to Staff in the main menu
See every staff member in the Staff Members table, with:
- Name, email and role
- Status (Active or Inactive)
- Joined

Editing Staff Roles

Change a staff member's role or permissions:

Find the staff member in the list
Click Edit Role on their row
Choose a role under New Role
Press Update Role

The new role applies as soon as it is saved.

Deactivating Staff Members

When someone leaves your team:

Go to Staff
Find the staff member on the Staff Members table
Click Deactivate, then Yes, deactivate
They can no longer log in to your gym
Press Activate on their row to give them access again

Tip: If a trainer is the instructor for upcoming classes, change those classes to another instructor before deactivating them.

Assigning Instructors to Classes

Set the instructor for each class. Owners, managers and trainers can be instructors:

When Scheduling a Class

Go to Timetable and press Schedule Class
Choose the Class Template, date and times
In the Instructor field, select from the dropdown (required)
Only active owners, managers and trainers appear
Press Schedule Class

Changing a Class Instructor

Change who teaches a scheduled class:

Go to Timetable and click Edit on the class
Change the Instructor selection
Press Update Schedule

Staff Access Control

Control what staff can see and do:

What Each Role Can Access

Feature	Owner	Manager	Trainer	Front Desk
Billing & Payouts	Yes	—	—	—
Staff Management	Yes	Yes	—	—
Email Broadcasts	Yes	Yes	—	—
Membership Plans	Yes	Yes	—	—
Member Management	Yes	Yes	Yes	Yes
Create & edit classes	Yes	Yes	Their own classes only	—
Class templates	Yes	Yes	—	—
Training plans	Yes	Yes	Their own plans only	—
Book members in at the desk	Yes	Yes	—	Yes
View classes & bookings	Yes	Yes	Yes	Yes

Resending Invitations

If a staff member didn't receive or lost their invitation:

Go to Staff
Find the invitation under Pending Invitations
Click Resend, then Yes, resend invitation
New invitation email sent with fresh 7-day expiry