In this article, you will learn how to update the information of an existing employee in the control panel. You can edit the employee’s personal information, profile image, roles, assigned gym, availability, and notification settings.
You can also delete an employee if they should no longer have access to the system.
How to get there
Open the control panel.
Click Employees in the menu on the left.
Find the employee you want to edit.
Click the employee’s name to open their profile.
Click Edit.
You are now on the Edit Employee page.
Step-by-step guide
1. Update profile image (optional)
On the left side of the form, you can see the employee’s current profile image.
Click the image to upload a new one.
Supported file types:
JPEG
PNG
GIF
The image is automatically cropped into a square format.
If you do not upload a new image, the existing image remains unchanged.
2. Edit personal information
Here you can update the employee’s basic information.
Field | Required | What to enter |
First name | Yes | Employee’s first name |
Middle name | No | Employee’s middle name |
Last name | Yes | Employee’s last name |
Yes | Email address used for login and notifications | |
Phone number | Yes | Employee’s phone number |
Date of birth | Yes | Employee’s date of birth |
Gender | Yes | Select from the available options |
3. Change employee color
You can choose a color for the employee.
The color is used in calendars and schedules, making it easier to identify employees.
Use the color picker to select a new color.
4. Update roles
Under Roles, you can change the employee’s access and permissions.
You can:
Add roles
Remove roles
Update the employee’s access level
Note: The Owner role can only be assigned by users who already have owner permissions.
Important:
If an employee’s roles or permissions are changed, the employee must fully log out and log back in to all systems for the new permissions to take effect. The changes will only be applied once a new login session has been created.
5. Update employee groups (optional)
Under Employee Groups, you can add or remove the employee from groups.
Groups can be used to organize employees, for example:
Trainers
Reception
Morning shift
If you need a new group, it can be created directly from the dropdown menu.
6. Update payroll ID (optional)
If your payroll system uses an employee ID, you can enter it in the Payroll Employee ID field.
This field is only used for internal reference.
7. Change gym assignment
Select which gym the employee should belong to.
Every employee must be assigned to a gym.
8. Update address
You can update the employee’s address information.
Field | Required | What to enter |
Address | Yes | Street and number |
Postal code | Yes | Postal code |
City | Yes | City |
Country | Yes | Select country from the list |
If the country is changed, phone number validation is automatically updated.
9. Update job title (optional)
Enter the employee’s job title.
Examples:
Head Instructor
Reception
Trainer
The job title is displayed on the employee profile.
10. Set general availability (optional)
You can select which days the employee is generally available.
This can be useful for flexible employees who can take shifts without having a scheduled shift.
11. Edit profile text (optional)
Use the text editor to update the employee’s profile description or notes.
Depending on your setup, this information may be displayed publicly.
12. Configure notifications (optional)
You can enable notifications for the employee.
Setting | What it does |
Receive purchase notifications | The employee receives notifications when purchases are made |
New member notifications | The employee receives notifications when new members are created |
13. Save changes
Click Save Changes in the bottom-right corner.
The system will:
Validate the entered information
Update the employee
Upload a new profile image if one was changed
Display a green "Update successful!" notification
You will then be redirected back to the employee profile.
14. Delete an employee
If an employee should no longer use the system, you can delete them.
Click Delete Employee in the top-right corner.
Confirm the deletion in the confirmation dialog.
Once confirmed, the employee will be removed from the system and you will be redirected back to the employee list.
What happens behind the scenes
When you click Save Changes:
The form validates all fields
Employee information is sent to the server
The employee profile is updated
A new profile image is uploaded if changed
A success notification is displayed
When deleting an employee:
The delete confirmation is shown
The employee is removed from the system
You are redirected back to the employee list
Troubleshooting
"I cannot save changes"
Make sure all required fields are completed.
Check especially:
Name
Email
Phone number
Address
Gym
Look for red error messages under the fields.
"I cannot assign the Owner role"
Only existing owners can assign the Owner role.
Contact a user with owner permissions if the role needs to be changed.
"The phone number is invalid"
Make sure the selected country matches the phone number.
Phone number validation is based on the selected country.
"My profile image was not saved"
Make sure the image:
Is JPEG, PNG, or GIF
Does not exceed the allowed file size
Try uploading the image again.
"I cannot see any gyms"
At least one gym must exist in the system before employees can be assigned.
"My changes are not showing"
Reload the employee profile.
If you changed the profile image, the update may take a short time due to caching.