In this article, we will show you how to create a new employee in the system. You can add the employee’s information, assign roles, connect them to a center, and configure their access to the platform. Once the employee is created, they will have their own profile and can start using the system based on the permissions assigned to them.
How to get here
Go to Staff.
Select 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 picture (optional)
On the left side of the form, you will find the profile picture field.
Click the image area to open the image uploader.
Select an image from your computer (JPEG, PNG, or GIF).
Crop the image into a square and confirm.
If you skip this step, the employee will receive a default avatar.
2. Enter personal information
Enter the employee’s basic information:
Field | Required | What to enter |
First name | Yes | The employee’s first name. |
Middle name | No | The employee’s middle name, if applicable. |
Last name | Yes | The employee’s last name. |
Yes | A valid email address. Used for login and notifications. | |
Phone number | Yes | The employee’s phone number. The system validates the format based on the selected country. |
Date of birth | Yes | Select the employee’s date of birth. |
Gender | Yes | Select Male, Female, or Unspecified. |
3. Choose a color
Use the color picker to select a color for the employee.
The color is used in calendars and schedules, making it easier to identify the employee.
The default color is light grey (#E1E1E1).
4. Assign roles
Open the Roles dropdown.
Select the roles the employee should have.
Roles determine what the person can see and do in the system.
Important: You can only assign the Owner role if you already have the Owner role yourself. If not, this option will be disabled.
The Member role is not shown here, as employees are created as staff.
If roles are changed after creation, the employee must log out and log back in to all systems for the new permissions to take effect.
Important: If roles are changed after the employee has been created, the user must log out and log back in again in all systems before the new roles and permissions take effect.
5. Assign employee groups (optional)
Open the Employee groups dropdown.
Select the groups the employee should belong to, for example “Morning shift” or “Coaches”.
Employee groups make it easier to organize staff and assign tasks.
If you need a new group, you can select Add new group directly from the dropdown.
6. Enter payroll ID (optional)
If your payroll system uses an employee ID, you can enter it in the Payroll employee ID field.
This is only used for internal reference.
7. Select center/location
Select the center the employee should be connected to.
The field is automatically set to the center you are currently working in.
All employees must be assigned to a center.
8. Enter address
Field | Required | What to enter |
Address line | Yes | Street name and number. |
Postal code | Yes | Postal code. |
City | Yes | City. |
Country | Yes | Select the country from the list. This also updates phone number validation. |
9. Add job title (optional)
Enter the employee’s job title, for example “Head Coach” or “Reception”.
The job title is shown on the employee’s profile and is also used to override the displayed role in the app’s Team section.
This allows you to show a more specific title instead of the standard role assigned to the employee in the system.
10. Set availability without shifts (optional)
Select which days the employee is available, even when they do not have a scheduled shift.
This is useful for flexible employees or on-call staff.
11. Add profile text (optional)
Use the text editor to write a short description or note about the employee.
This may be displayed on public pages depending on your setup.
12. Configure notifications (optional)
Setting | What it does |
Receive purchase notifications | The employee receives a notification when a purchase is completed. |
Notify about new members | The employee receives a notification when a new member signs up. |
13. Create the employee
Click the Create employee button in the bottom-right corner.
The system will:
Validate your information.
Create the employee profile.
Upload the profile picture if you added one.
Open the new employee’s profile.
You will see a green message saying “Creation successful!” when the employee has been created.