When adding staff into GymMaster, you define what they can access, what they can do, and how they interact with your system.
Invite the Staff Member
Start the process of adding staff into GymMaster;
Go to Settings > User Administration
Click + Invite New User
Enter their name and email address
Click Send Invitation
Once they accept the invite, you’ll be able to configure the rest of their details.
Add Staff Details
Open the staff profile and complete the Details tab:
Add basic info (name, contact details, date of birth)
Assign a Key Fob (optional) by clicking the field and swiping the fob
Set an Access Roster to control when they can enter the facility
(this is separate from their working hours)
You can also:
Mark them as a Sales Rep
Upload documents (e.g. First Aid Certificate)
Add an email signature
Set Permissions
Permissions control what staff can see and do in GymMaster.
Use a Permission Template or customise access per role
Adjust access levels across different areas of the system
Keep access levels appropriate to the role (avoid giving full admin access unless needed)
Tip: Start with lower access and increase only if required.
Important: Staff must log out and back in for permission changes to apply.
Configure Additional Options
From the staff profile, you can also:
Enable or disable pop-up notifications
Allow timesheet editing
Set up automated email alerts (e.g. billing issues, low stock)
Set Up Login Security
In the Security tab:
Set or reset their password
Enable Two-Factor Authentication (2FA) for extra security
(Optional) Enable as a Trainer
If the staff member runs training sessions or will be bookable for one-on-one sessions;
Tick Is a Trainer
Enable them as a Staff Resource
This allows them to be booked for training sessions.
Add a Profile Photo
Upload a square image (~350 x 350px recommended)
This will appear in the Member App and Portal for trainers/instructors
Pro Tip: Use the Mimic User button (at the bottom of the staff profile) to log in as that user and check everything looks right.
Common Questions this Covers
- How to add users into GymMaster
- How to set access rights to GymMaster
- How to add new staff member
- How to set staff member as a trainer