What This Screen Does
This is where you add a new team member to the system. Think of it like filling out a registration card for someone who is joining your staff. You enter their name, contact info, what role they will have, and which location they belong to. Once you save, the system creates their profile and they can start using the platform.
How to Get There
Open the dashboard.
In the left-hand menu, click Employees.
Click the + New Employee button in the top-right corner.
You are now on the Create Employee screen.
Step-by-Step Guide
1. Upload a Profile Photo (optional)
On the left side of the form you will see a photo placeholder.
Click it to open the image uploader.
Pick an image from your computer (JPEG, PNG, or GIF).
Crop it into a square and confirm.
If you skip this, the employee will get a default avatar.
2. Fill In Personal Information
These are the basics about the person:
Field | Required | What to Enter |
First Name | Yes | The employee’s first name. |
Middle Name | No | Middle name, if they have one. |
Last Name | Yes | The employee’s last name. |
Yes | A valid email address. This is used for login and notifications. | |
Phone Number | Yes | Their phone number. The system checks it matches the selected country format. |
Date of Birth | Yes | Pick their birthday from the date picker. |
Gender | Yes | Choose Male, Female, or Unspecified. |
3. Pick a Color
Use the color picker to choose a tint for this employee.
This color shows up on calendars and schedules so you can quickly spot who is who.
The default is light grey (
#E1E1E1). Pick something that stands out.
4. Assign Roles
Open the Roles dropdown.
Check one or more roles for this employee.
Roles decide what the person can see and do in the system.
Important: You can only give someone the “Owner” role if you are an Owner yourself. If you are not, that option will be greyed out.
The “Member” role will not appear here because employees are staff, not members.
5. Assign to Employee Groups (optional)
Open the Employee Groups dropdown.
Check the groups this person belongs to (for example, “Morning Shift” or “Trainers”).
Groups help you assign tasks and workflows to a batch of people at once.
Need a new group? Click Add New Group right inside the dropdown and create one on the spot.
6. Enter Payroll ID (optional)
If your payroll system uses an ID for this person, type it into the Payroll Employee ID field.
This is purely for your own reference and is not required.
7. Select a Gym / Location
Pick the Gym this employee belongs to from the dropdown.
It defaults to the gym you currently have selected in the dashboard.
This field is required — every employee must be tied to a location.
8. Enter Their Address
Field | Required | What to Enter |
Address Line | Yes | Street name and number. |
Postal Number | Yes | ZIP or postal code. |
City | Yes | City name. |
Country | Yes | Start typing and pick from the list. Changing the country also updates phone number validation. |
9. Add a Job Title (optional)
Type the employee’s title, such as “Head Coach” or “Front Desk”.
This appears on their profile.
10. Set Availability Without Shifts (optional)
Open the General Availability dropdown and check the days of the week this person is available even when they have no shift scheduled.
This is useful for on-call or flexible staff.
11. Write a Profile Text (optional)
Use the rich-text editor to write a short bio or note about this employee.
This might be shown on public-facing pages, depending on your setup.
12. Configure Notifications (optional)
Toggle | What It Does |
Receive notification about purchases | When turned on, this employee gets notified every time a purchase happens. |
Enable new member notifications | When turned on, this employee gets an alert whenever a new member signs up. |
13. Save
Click the Create button at the bottom-right of the form.
The system will:
Validate all your inputs.
Create the employee record.
Upload the profile image (if you added one).
Redirect you to the new employee’s detail page.
You will see a green “Create success!” notification at the bottom of the screen.
What Happens Behind the Scenes
You click "Create"
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Form validates all fields (Yup schema)
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API call: EmployeesService.create({ body: formData })
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Employee record is created, server returns the new ID
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(If profile image was added)
API call: EmployeesService.profileImage({ id, files: [image] })
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Success notification appears
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You are redirected to /employees/:id (the new employee's profile)
Troubleshooting
“I filled everything in but the Save button does not work”
Double-check that all required fields are filled. The form will not submit if anything is missing.
Look for small red error messages below the fields — they tell you exactly what is wrong.
Make sure the email is in a valid format (e.g.
name@example.com).Make sure the phone number matches the format for the selected country.
“I cannot assign the Owner role”
Only users who already have the Owner role can give it to others.
If you need to make someone an Owner, ask an existing Owner to do it.
“The phone number keeps showing as invalid”
The phone format depends on the Country you selected in the address section.
If you change the country, the phone validation updates automatically.
Make sure the country and phone number match (e.g. a Danish number with Denmark selected).
“My profile image did not upload”
The image must be a JPEG, PNG, or GIF.
It must not exceed the maximum file size allowed by the system.
If the employee was created but the image failed, go to the employee’s profile and upload it again from the edit screen.
“I do not see any roles in the dropdown”
Roles are loaded when the page opens. If the list is empty, try refreshing the page.
If the problem persists, check your internet connection or contact your administrator — the roles API may be down.
“I do not see any gyms to select”
You must have at least one gym/location set up in the system before creating an employee.
If you are new to the platform, set up a gym first under the Gym settings.
“I got an error after clicking Save”
A red error message will appear. Read it carefully — it usually tells you what went wrong.
Common causes: duplicate email address, server timeout, or missing required field.
If the error is unclear, try again. If it keeps happening, contact support with the error message.
“I created the employee but they cannot log in”
Make sure you entered the correct email address — this is their username.
The employee may need to receive an invitation or set their password separately, depending on your system configuration.
Verify that they were assigned at least one role that grants login access.