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Staff

Manage Staff Roles

Assign roles to your staff members so that they only have permission access what they need on Gymflow.

Written By Isaac Buchanan

Last updated 6 days ago

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

Unrestricted access to all features and settings

  • Cannot create staff members with the Brand Owner user role

  • Cannot create booking categories

  • Cannot assign other locations to staff members

  • Cannot create new staff members

  • Cannot edit existing staff members

  • Cannot add/edit Club Waiver & Terms

  • Cannot see the Payments tab in Settings

  • No access to Settings

  • No access to Dashboard

  • No access to Reports

  • Cannot issue refunds

  • Cannot directly edit prices at checkout

  • No access to Settings

  • No access to Dashboard

  • No access to Reports

  • No access to Marketing

  • No access to Automations

  • No access to Users, except via the Staff App if they are assigned to the trainer.

  • Cannot issue refunds

  • Cannot send emails unless it's to class participants

  • Cannot send SMS unless it's to class participants

  • Cannot directly edit prices at checkout

  • Can only view and manage Classes & Appointments they are the host of

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.

Who can fulfil product orders

Owner, Manager and Reception staff can view any member's Orders tab and mark product orders as fulfilled when a customer collects their items. Trainer staff can only fulfil orders for users they are assigned to. Refunding a product order still follows the refund permissions above, so Reception and Trainer staff can't refund orders.

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 > Setup > Appointments.

Modifying a Staff Member's Role

To change the role of an existing staff member:

  1. Navigate to Settings > Setup > Staff

  2. Locate the staff member, select the three dots and choose Edit

  3. Scroll down and select the Role dropdown menu

  4. Select the new role

  5. Select Save

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