Adding staff and a reception login

The Staff page is under the Studio heading in the menu, and only the studio owner can see it. There are two ways to add someone.

Option A: Invite staff by email

Best for staff who'll log in as themselves — for example a personal trainer or a manager.

1. Click Invite staff.
2. Enter their Email and a Job title (e.g. "Personal Trainer").
3. Tick the Access areas they need (see the table below).
4. Click Send invite.

They'll receive an email and choose their own name, username and password. Until they accept, the invite appears in a pending list on the Staff page, where you can Revoke it if needed.

Option B: Add a login manually

Best for a shared login that isn't tied to one person's inbox — exactly what you want for a front-desk reception account.

1. Click Add manually.
2. Choose a Username — something like reception works well. TelosGym checks it's available as you type and suggests an alternative if it's taken.
3. Fill in a name and job title. Email is optional.
4. Leave Generate a password for me ticked, or untick it to type your own.
5. Tick the Access areas this login needs (see below).
6. Click Create account.

If TelosGym generated the password, it's shown once with a Copy button — copy it before closing the window, then share the username and password with whoever's on the desk.

💡 Access is granted by area, not by job title — the job title is just a label. A personal trainer who also covers the desk on Saturdays can simply be ticked for both Personal Training and Reception, rather than needing two accounts.

Access areas

Each area unlocks part of TelosGym. New staff start with nothing ticked.

• Clients: Add and edit client records, send client app invites, and track waivers and inductions.
• Classes & Scheduling: Manage the class timetable, sessions and bookings.
• Reception: Use the Check-in page and the Quick Sale till, record payments, see overdue accounts, and let an overdue member in with the grace PIN. The essential area for a front-desk login.
• Memberships: Create membership types, and assign or cancel members' memberships. Also needed to sell a day pass or membership from the Check-in page.
• Payments & Billing: See the payments ledger and revenue totals, record manual payments, and see overdue accounts.
• Stock & Products: Manage shop products, stock levels, suppliers, purchase orders and sales. (Selling at the till comes with Reception.)
• Refunds: Refund shop sales, and approve refunds started by other staff.
• Personal Training: Use the Personal Training and Diary pages, build programmes and diet plans, record body composition, message PT clients, and manage the Exercise Library. Trainers see only their own clients.
• Messaging: Send announcements to all your clients, and message everyone booked on a class.
• Reporting: See the Reporting page: attendance and membership churn reports. The revenue report also needs Payments & Billing.
• Staff Management: Add and check staff accounts are currently managed by the owner only.
• Studio Settings: Main Settings screens and Stripe are currently managed by the owner only.

Suggested setups

• Front desk: Reception. Add Memberships if they'll sell day passes or new memberships, and Clients if they'll sign up new members.
• Personal trainer: Personal Training, plus Classes & Scheduling if they run classes.
• Manager: whichever areas they oversee — typically most of them.

Editing or removing staff

Click Edit on a staff member to change their access areas, Reset password, or switch them to Inactive when they leave. The owner always has full access and can't be deactivated.