Staff

Open “Staff” in the admin menu; it is visible to the owner, administrators and managers who work across the whole club, and to roles of your own with club-wide access to “Staff”. It has six tabs: “Team”, “Roles”, “Instructors”, “Pay rates”, “Roster” and “Payroll”. A manager limited to particular branches sees only “Roster”, for their branches.

• A staff member is a person who signs in to the admin with their own email, password and role.
• A coach card is how a coach appears in the schedule and on the website. It can exist without a login; link the two when the coach should see their own classes.
• Pay rates turn the classes a coach ran into earnings, and “Payroll” adds them up.

1. 1On the “Team” tab press “Invite staff member”.
2. 2Enter the “Staff member email” and choose the “Role”.
3. 3If your club has several branches, tick the “Branches” the person will work in. Nothing ticked means every branch, including ones you open later; an administrator always works across the whole club.
4. 4Press “Send invitation”: easygym emails the person a one-time link from your club’s name.
5. 5The person opens the link from the email, enters their name, creates a password and presses “Accept invitation”.

• The link works once and expires in 7 days. Until then it is listed under “Pending invitations”, where “Revoke” cancels it.
• If the email did not go out, the screen says so with the reason and shows the link once: “Copy” it and pass it on yourself. A link passed on by hand does not confirm the person’s email address.
• Someone who already signs in to another easygym club does not create a new password: they enter their existing one, and your club appears in their switcher.
• A manager can invite front desk staff and instructors, but not administrators or other managers.

The role decides which sections a person sees and what they can change. The account owner, marked “Owner”, can do everything and cannot be dismissed.

• “Administrator”: everything in the club, including “Website”, “Settings”, “Service billing” and “Support”, and changing attendance marks after the class day.
• “Manager”: runs the branches (members, schedule and bookings, check-ins, the “Register”, “Revenue”, marketing, analytics), keeps product stock in “Plans & products”, where plans are read-only for them, and sees “Staff”.
• “Front desk”: sees members, sells memberships, books members into classes, records rentals, checks people in and works the “Register”. The schedule is read-only for them, and they cannot cancel bookings.
• “Instructor”: sees only their own classes in “Schedule” and “My classes today” on “Home”, takes attendance for those classes and sees their earnings in “My pay” once their coach card is linked to their account.

Besides the built-in roles, a club can create its own, such as “Senior trainer” or “Sales”. Each is based on a built-in role and changes its access table: for every section, whether the person can view, create, edit and delete, and where — in their branches, across the whole club, or only in their own classes and bookings.

1. 1On the “Roles” tab press “New role”. The tab lists the built-in roles, which you can open but not change, and your own roles with how many people have each.
2. 2Enter a “Name” and choose the built-in role it is “Based on”: the table fills in with that role’s access.
3. 3Adjust the table. “Full access” includes viewing, creating, editing and deleting. “Branch” means the branches the person works in, “Club” every branch and the sections of the whole club, and “Own” only the classes they teach and their own bookings.
4. 4Press “Save role”. The role appears in the “Role” list of invitations and of the “Team” tab, where people with it show its name.

• Only the account owner and administrators who run both the team and the settings create and change roles. easygym support cannot, even in support mode.
• Nobody can give a role access their own role doesn’t have, or give someone a role that gives more than theirs. A manager hands out roles based on front desk or instructor, within their own access.
• A change to a role’s name or table applies to everyone with the role from their next page, without signing in again.
• The built-in role a role is based on still decides whom the person can manage, and a role based on administrator always works across the whole club. The account owner always stays an administrator.

In a club with several branches, a manager, front desk member or instructor can work in some branches only. Choose the branches in the invitation, or later with “Branches” in the person’s row on the “Team” tab; the list shows everyone’s branches, and “All branches” means the whole club. The change applies from the person’s next page.

• People belong to their home branch. The members list, search, the member card, sales and debts show only people whose home branch is one of theirs; anyone they add gets one of their branches as home branch.
• Home, the schedule, bookings, attendance, rentals, the inbox, “Register”, money in “Revenue”, debtors, analytics, the assistant’s answers and its cards and drafts cover their branches only. Events show their branches’ events and those of the whole club.
• At check-in they work at their own branches’ desks. A member of another branch is found by their check-in code and gets in if their membership is valid in this branch.
• Club-wide sections, promotions, automations, broadcasts and invoice runs stay with the people who work across the whole club. An administrator always does.
• The assistant’s message drafts are the exception: a branch manager sends them to people of their own branches, invitations included, without working across the whole club. Before sending, each person is checked against the sender’s branches.
• Opening another branch’s member or class by a direct link shows “This belongs to a branch you don’t work in”.

• “Dismiss” in the “Team” list closes the person’s access to the club right away; their activity history stays. If they also have a coach card, tick “Also dismiss the coach card …”.
• “Bring back to the team” restores a dismissed person with their role.
• “Remove from team” appears after dismissal: the person disappears from the list for good, log entries stay, and only a new invitation brings them back.
• “Role” in the row changes the role on the spot, to a built-in role or one of your own: same person, same history and login. Only the owner and administrators change roles; the owner always stays an administrator, and you can’t lower your own role below administrator. Making someone an administrator removes their branch limit.
• “Photo” sets a 4:5 portrait that the team sees under “Staff”. The owner and your own account cannot be dismissed.

1. 1On the “Instructors” tab press “Add coach”.
2. 2Upload a 4:5 “Photo” or paste an https link, and enter the “Name” as it should appear in the schedule and on the website.
3. 3Fill in “About the coach” (a couple of sentences), “Experience”, “Disciplines” and “Certifications” (comma-separated).
4. 4Tick branches under “Works at”; nothing ticked means every branch, including ones you open later.
5. 5Set the “Hourly rate”, choose “Show” or “Hide” under “On the website”, pick a “Schedule colour” and press “Save”.

• The “Coaches” section of the club website shows every active coach set to “Show”, with photo, name, disciplines, experience, bio and certifications; without a photo, initials on the coach’s colour.
• In the “Account” column, link the card to the coach’s staff account and press “Save”: from then on the coach sees their own classes.
• A team member with the “Instructor” role and no coach card can’t be put on classes, and the “Team” tab says so under their role. “Create coach card” there makes a card with their name and branches, links it to their account at once and opens it so you can fill in the rest. If the coach already has a card that isn’t linked, use “Link an existing card” instead, so they don’t end up with two.
• The “Hourly rate” is not the coach’s pay: earnings come from the rates on the “Pay rates” tab.
• “Dismiss coach” on the coach’s page removes them from the website and schedule and takes them off upcoming classes; history and earnings stay. “Also close their admin login” dismisses their account too; “Bring coach back” reactivates the card, but a login closed at dismissal stays closed, and the person can’t be given shifts until you bring them back to the team.
• After a dismissal the coach’s page lists “Upcoming classes left without this coach”, with who leads each one now. Choose a coach and press “Assign” on a class, or use “One coach for all these classes” and “Assign to all”. The bookings stay as they are. Administrators and managers can do this.
• “Delete card” is only for a card created by mistake, with no classes, earnings or bookings.

The “Roster” tab plans who works when at each branch. It is built from shift templates (a time window with breaks, such as “Opening 06:00–14:00”), rotations (which template on which weekday, repeating over 1 to 12 weeks) and regular shifts (a coach follows a rotation at a branch from a date). Regular days appear in every week by themselves, and any single day can be changed by hand.

1. 1Under “Shift templates” press “New template”, enter the “Name”, when it “Starts” and “Ends” (00:00 is midnight), a “Colour” and any “Breaks”, and press “Save template”.
2. 2Under “Rotations” press “New rotation”, choose the “Cycle length” and a template or “Day off” for every day of every week, and press “Save rotation”.
3. 3Press “Add regular shifts”, choose the “Coach”, “Branch” and “Rotation”, which cycle week the first week is, the “From” date and, if needed, “Until”, and press “Save regular shifts”. Two coaches on one rotation who start from different weeks alternate.
4. 4For a single shift press “Add shift” or “+” in the week, choose the coach, branch and date, a template or your own time, and press “Save shift”.

• The week shows one branch: a row per coach with their hours, a column per day. “←”, “This week” and “→” move between weeks, and the coach filter narrows it to one person.
• Each shift is marked “Regular”, “Changed” or “One-off”. Open a regular day to change its time, branch or template for that day only, or press “Day off this time”; “Back to the regular shift” undoes either.
• A shift that would overlap another shift of the same coach, at any branch, is not saved, and the message names the shift in the way. Regular shifts are checked against the coach’s other shifts for the next 26 weeks.
• A shift outside the branch’s opening hours is saved and marked “Outside branch hours”: staff often arrive before opening.
• A dismissed coach, or a person dismissed from the team, gets no new shifts. Dismissing a coach ends their regular shifts and cancels their upcoming ones.
• Administrators and managers plan shifts. A manager limited to branches sees and plans only their branches and uses templates and rotations without changing them. A changed template, rotation or regular shifts applies at once to the whole period, past weeks included, and the week marks any overlap this creates; to change regular shifts from a certain date, set “Until” and add new ones from that date.
• Anyone whose account is linked to a coach card sees their shifts for the next two weeks under “My shifts” on “Home” and in “My pay”.

1. 1On the “Pay rates” tab press “New rate” and give it a “Name”, for example “Group class”.
2. 2In “Applies to” choose “Group class”: scheduled group classes, including live online sessions.
3. 3In “What we pay for” choose “Per class”, “Per person” or “Share of revenue”, and enter the “Amount”.
4. 4If needed, tick “Pay for unpaid bookings and no-shows” and narrow the rate to certain “Class types” or “Coaches”; nothing selected means all.
5. 5Press “Save”.

• “Per class”: one amount if anyone attended. “Per person”: for everyone who attended or paid for a spot. “Share of revenue”: a percentage of what the club received.
• Without “Pay for unpaid bookings and no-shows”, no-shows and unpaid spots are not paid. A cancellation without refund always counts.
• A class the club cancels is not paid to its coach, and anything already accrued for it is removed.
• When several rates fit a class, the most specific wins: coach and class type, then coach, then class type, then the general rate.
• Switching off “Rate is active” stops new earnings. Classes and sessions of the last 7 days are recalculated without it: by another matching rate, or their earnings disappear. Older earnings stay.

Every night easygym calculates earnings for the classes and sessions held, using the active rates. The last 7 days are recalculated each night, picking up late attendance marks and rate fixes; older earnings no longer change. Classes of the last 45 days without earnings yet are filled in too.

• The “Payroll” tab shows each coach’s earnings by month for the last 180 days, with “Sessions” and “Total” columns and a total row.
• “Recalculate now” runs the same calculation straight away, for example right after you create a rate.
• Anyone whose account is linked to a coach card sees “My pay” in the menu: their own earnings for the last 6 months, by month and for each class or session, with the rate that was applied. A coach’s “Home” shows what was accrued this month. Nobody sees another coach’s amounts there.