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 three distinct staff roles with different permission levels:

  • Owner: The person who created the gym account. Full administrative access to all features, settings, and financial data.
  • Admin: Senior staff with extensive permissions to manage members, classes, and operations, but no access to financial settings or Stripe.
  • Instructor: Limited access focused on teaching classes—can view their assigned classes, check in members, but cannot manage members or access sensitive data.

Note: There can only be one Owner per gym. Ownership can be transferred to another staff member if needed.

✅ Best Practice: Assign the minimum role necessary. Use Instructor 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

  1. Navigate to Staff in the main menu
  2. Click "Invite Staff Member"
  3. Enter the staff member's details:
    • First Name
    • Last Name
    • Email Address: They'll receive an invitation here
    • Role: Choose Admin or Instructor
  4. Click "Send Invitation"
  5. They receive an email with a link to set up their account

The Invitation Process

What happens after you send an invitation:

  1. Staff member receives email invitation
  2. They click "Accept Invitation" link
  3. Redirected to create their ClearGym account
  4. Set their password and complete profile
  5. Automatically granted access to your gym with assigned role
  6. Can log in immediately

⚠️ 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

  1. Go to Staff in the main menu
  2. See all active staff members with:
    • Name and email
    • Role (Owner, Admin, Instructor)
    • Status (Active, Pending, Disabled)
    • Date added

Editing Staff Roles

Change a staff member's role or permissions:

  1. Find the staff member in the list
  2. Click "Edit" next to their name
  3. Change their role (Admin ↔ Instructor)
  4. Update contact information if needed
  5. Save changes

Changes take effect immediately - they'll see the updated permissions next time they log in.

Removing Staff Members

When someone leaves your team:

  1. Go to Staff
  2. Find the staff member to remove
  3. Click "Remove"
  4. Confirm the removal
  5. They immediately lose access to your gym
  6. Their ClearGym account remains (for other gyms)

💡 Tip: If an Instructor is assigned to upcoming classes, reassign those classes before removing them to avoid disruption.

Assigning Instructors to Classes

Link instructors to the classes they teach:

When Creating a Class

  1. Go to Classes → Create Class
  2. Fill in class details (name, duration, capacity)
  3. In the "Instructor" field, select from dropdown
  4. Only staff with "Instructor" or "Admin" roles appear
  5. Save the class

Changing Class Instructor

Reassign a class to a different instructor:

  1. Navigate to Classes
  2. Find the class and click "Edit"
  3. Change the "Instructor" selection
  4. Save changes
  5. Both old and new instructor are notified via email (optional)

Viewing Instructor Schedule

See all classes assigned to a specific instructor:

  1. Go to Staff
  2. Click on an instructor's name
  3. View their upcoming classes in calendar view
  4. Filter by date range or class type

Staff Access Control

Control what staff can see and do:

What Each Role Can Access

Feature Owner Admin Instructor
View Members ✅ ✅ ✅ (limited)
Add/Edit Members ✅ ✅ ❌
View Health Data ✅ ✅ ❌
Create/Edit Classes ✅ ✅ ❌
View Class Bookings ✅ ✅ ✅ (own classes)
Check-in Members ✅ ✅ ✅
Send Broadcasts ✅ ✅ ❌
Manage Staff ✅ ✅ (instructors only) ❌
Manage Membership Plans ✅ ✅ ❌
View Financial Data ✅ ❌ ❌
Stripe Settings ✅ ❌ ❌
Gym Settings ✅ ❌ ❌

Resending Invitations

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

  1. Go to Staff
  2. Find staff members with "Pending" status
  3. Click "Resend Invitation"
  4. New invitation email sent with fresh 7-day expiry

Transferring Gym Ownership

In rare cases, you may need to transfer ownership:

⚠️ Warning: Transferring ownership is permanent. The new owner will have full control, and you'll become an Admin.

How to Transfer Ownership

  1. Ensure the person is already a staff member (Admin role recommended)
  2. Go to Settings → General
  3. Scroll to "Transfer Ownership" section
  4. Select the new owner from dropdown
  5. Type your password to confirm
  6. Click "Transfer Ownership"
  7. Confirm the irreversible action

Both you and the new owner receive email confirmation. The new owner immediately gains full access, including Stripe account management.

💡 Staff Management Best Practices

  • Use least privilege principle: Grant minimum access needed for each role
  • Regular access reviews: Audit staff access quarterly and remove inactive members
  • Onboard properly: Train new staff on their role and permissions
  • Document responsibilities: Clarify who handles different operational tasks
  • Remove access immediately: When staff leave, revoke access the same day
  • Keep contact info current: Ensure staff email addresses are up to date

Related Articles

Getting Started

Set up your gym and invite your first staff members

Classes & Scheduling

Assign instructors to classes and manage schedules