Inviting Staff & Setting Permissions

Overview

GymPoint lets you invite your entire team to the platform with role-based access controls. Whether you need front desk staff with limited access or co-owners with full administrative privileges, the permissions system ensures everyone sees only what they need.

Role Types

GymPoint provides three built-in roles, each with a different level of access.

Owner

The Owner role has unrestricted access to every feature in GymPoint, including billing configuration, payment processing settings, staff management, and account-level settings. Typically, the person who created the GymPoint account holds the Owner role.

• Full access to all settings, billing, and financial data.
• Can invite and remove other Owners, Admins, and Staff.
• Can delete the organization or transfer ownership.
• Can view and manage payment processor credentials.

Admin

Admins have broad access to day-to-day operations but cannot modify account-level settings like payment processor connections or organization deletion.

• Full access to members, billing, scheduling, and reports.
• Can invite and manage Staff users.
• Cannot modify payment processor settings or organization-level configuration.
• Cannot remove or change permissions for Owners.
• Ideal for gym managers and senior staff.

Staff

Staff users have access to the operational tools they need for daily tasks without exposure to sensitive financial or administrative data.

• Can check in members, view the schedule, and manage class rosters.
• Can view member profiles and add notes.
• Can process POS transactions.
• Cannot view revenue reports, MRR, or financial dashboards.
• Cannot modify membership plans or billing settings.
• Cannot invite or manage other team members.
• Ideal for front desk employees, trainers, and instructors.

How to Invite a Team Member

1. Navigate to Settings > Team in the left sidebar.
2. Click the Invite Member button in the top-right corner.
3. Enter the team member's email address.
4. Select a role from the dropdown: Owner, Admin, or Staff.
5. Optionally add a personal note that will be included in the invitation email.
6. Click Send Invitation.

The invited person will receive an email with a link to create their GymPoint account. The invitation link expires after 7 days. If it expires, you can resend it from the Team settings page.

Managing Pending Invitations

Under Settings > Team, you will see two sections:

• Active Members — Team members who have accepted their invitation and have active accounts.
• Pending Invitations — Invitations that have been sent but not yet accepted.

For pending invitations, you can:

• Resend the invitation email if the original expired or was lost.
• Revoke the invitation if you no longer want that person to join.

Changing a Team Member's Role

1. Go to Settings > Team.
2. Find the team member in the Active Members list.
3. Click the three-dot menu next to their name.
4. Select Change Role.
5. Choose the new role and confirm.

Role changes take effect immediately. The team member will see their updated access level the next time they load a page.

Removing a Team Member

1. Go to Settings > Team.
2. Click the three-dot menu next to the team member's name.
3. Select Remove from Team.
4. Confirm the removal.

Removed team members immediately lose access to your GymPoint organization. Their past actions (notes, check-ins, etc.) remain in the system audit log.

Best Practices

• Follow the principle of least privilege. Assign the Staff role to anyone who does not need access to financial data or administrative settings.
• Review your team list periodically and remove accounts for employees who have left.
• Use the Admin role for managers who need reporting access but should not modify payment processing or account-level settings.