What This Screen Does
This is where you update an existing team member’s information. Think of it like pulling up someone’s personnel file and making changes — updating their phone number, changing their role, or correcting their address. You can also delete the employee from this screen if they are no longer part of your team.
How to Get There
Open the dashboard.
In the left-hand menu, click Employee.
Find the employee you want to edit and click on their name to open their profile.
Click the Edit button to open the edit form.
You are now on the Edit Employee screen.
Step-by-Step Guide
1. Upload or Change a Profile Photo (optional)
On the left side of the form you will see the employee’s current photo (or a default avatar).
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 do not change it, the existing photo stays as it is.
2. Update 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. Leave blank if not applicable. |
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 from the dropdown. |
3. Change the Color
Use the color picker to update the 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. Update Roles
Open the Roles dropdown.
Check or uncheck roles for this employee.
Roles decide what the person can see and do in the system.
Important: You can only assign the “Owner” role if you are an Owner yourself. If you are not, that option will be greyed out.
5. Update Employee Groups (optional)
Open the Employee Groups dropdown.
Check or uncheck 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. Update 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. Change the Gym / Location
Pick the Gym this employee belongs to from the dropdown.
This field is required — every employee must be tied to a location.
8. Update 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. Update Job Title (optional)
Type the employee’s title, such as “Head Coach” or “Front Desk”.
This appears on their profile.
10. Set General Availability (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.
The helper text reads “Is available without shifts allocated” to remind you what this setting does.
11. Edit Profile Text (optional)
Use the rich-text editor to update 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 joins. |
13. Save Changes
Click the Save Changes button at the bottom-right of the form.
The system will:
Validate all your inputs.
Update the employee record.
Upload the new profile image (if you changed it).
Redirect you to the employee’s detail page.
You will see a green “Update success!” notification at the bottom of the screen.
14. Delete an Employee (optional)
If you need to remove this employee entirely, click the red Delete Employee button in the top-right corner of the screen (next to the breadcrumb).
A confirmation dialog will appear asking if you are sure.
Click Cancel in the dialog to confirm the deletion (this is the confirm-to-delete button).
The system will delete the employee and redirect you back to the employee list.
What Happens Behind the Scenes
You click "Save Changes"
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Form validates all fields (Yup schema)
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API call: EmployeesService.edit({ id, body: formData })
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Employee record is updated on the server
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(If profile image was changed)
API call: EmployeesService.profileImage({ id, files: [image] })
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Success notification "Update success!" appears
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You are redirected to /employees/:id (the employee's detail page)
If you delete the employee:
You click "Delete Employee"
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Confirmation dialog appears
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You confirm the deletion
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API call: EmployeesService.deleteEmployee({ id })
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You are redirected to /employees (the employee list)
Troubleshooting
“I updated the fields but the Save Changes 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 new 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 updated but the image failed, try editing the employee again and re-uploading the image.
“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.
“The form is blank — I do not see the employee’s existing data”
The form loads the employee’s data when the page opens. If the data does not appear, the employee record may still be loading.
Wait a moment and check your internet connection. If the form stays blank, try refreshing the page.
Make sure the employee ID in the URL is correct. If the ID does not exist, the form will have no data to display.
“I do not see any gyms to select”
You must have at least one gym/location set up in the system before editing an employee.
If the dropdown is empty, ask your administrator to add a gym under the Gym settings.
“I accidentally deleted an employee”
Deletion is permanent. Once you confirm, the employee record is removed from the system.
If this was a mistake, you will need to re-create the employee from scratch using the Create Employee screen.
To avoid accidental deletions, always read the confirmation dialog carefully before clicking the confirm button.
“I got an error after clicking Save Changes”
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.
“The employee’s changes are not showing up on their profile”
After saving, you are redirected to the employee’s detail page. If the changes are not visible, try refreshing the page.
If you edited the profile image, it may take a moment to update due to caching. Clear your browser cache or wait a few minutes.