Gymflow's staff roles are designed to enhance your business's security and compliance by providing controlled access based on job requirements. When adding a new staff member, it is crucial to assign an appropriate role, granting only the necessary permissions for their duties.

Understanding Staff Roles

There are 4 types of staff roles in Gymflow: Owner, Manager, Reception and Trainer. Each role determines the level of access and capabilities within the system.

Each role progressively loses access to parts of Gymflow

What staff roles don't control

A few permissions sit outside the role system. Knowing where to look saves time:

Automation emails go to all staff

Notification emails like New Product Order, New User Created, and Membership Purchased are sent to every staff account at the club when the corresponding automation is enabled, regardless of role. Switching a trainer to Reception won't stop them from receiving purchase notifications.

If you want only specific people to be notified, the cleanest options today are:

• Turn the automation off and use the matching Report instead (filtered to a date range).

• Leave the automation on but configure a BCC so the right person stays in the loop without all staff receiving the email — see Receive Email Alerts.

Appointment hosting is set per appointment, not per role

Whether a staff member can be booked as a host for an appointment is configured on the appointment type itself, not by their staff role. An Owner or Manager can be a bookable host, and a Trainer-role user can be made non-bookable, regardless of permission level. Manage hosts under Settings > Appointments.

Modifying a Staff Member's Role

To change the role of an existing staff member:

1. Navigate to the Settings page

2. Select the Staff tab

3. Locate the staff member and select Edit

4. Scroll down and select the Role dropdown menu

5. Select the new role

6. Select Save