navigation: Settings > Team and Communication
This guide will help you set up your staff team, there access and manage all your transactional emails communication to your customer base. There are 4 core areas to consider:
Instructors
This is your staff instructor team & any external instructors (e.g. PT’s, Yoga, Coaches etc who operate their own small businesses via your gym space)
Roles
Team
Transactional Emails
Instructors
Go to Settings > Team and Communication > Instructors
Click Create New Instructor+
Input information into the fields:
First Name
Last Name - reminder, this information will be publicly available if a staff instructor is selected on your event bookings.
Phone - making sure to select the correct country code for the user.
Email
Class types - select the class types that the instructor should be associated with
Profile - Upload or Drag a JPG, JPEG, PNG, SVG or, WEBP file here.
Description
Once the instructor is complete Click Save!
Review by clicking on the instructors name. This will open up the instructors public view, classes they are listed under and how they will appear on the customers schedule card.
To Edit an instructor.
Select the “Cog” icon
Here you have 4 main functions:
Edit the Instructor’s information
Login as: a useful function to see how an instructors system is seen, from here you can:
See Classes assigned to you as instructor.
See the Classes schedule for the gym and add any classes in you are responsible for
See and Purchase Instructor Packs
Edit Profile
Set Password
Delete the profile.
Additional resources for External Instructors can be found in the Using the External Instructor / Personal Training (PT) Functionality help guide.
Roles
Go to Settings > Team and Communication > Roles
Click Add New
Provide a title e.g Head Office, Coach, Crew, Accounting
You can then allow all permissions or enable select permissions for areas across the portal, access permissions are:
No Access
View Only Access - person can see information but not edit
Full access can add, edit, delete and carry out any action for features across the admin portal
Click Save when done
Team
Go to Settings > Team and Communication > Team
Click create new, then complete the form and select which role the new team member applies too
Click Save
Checking 'Make Super Admin' allows that team member full permissions without any restrictions
Notifications
Notifications contains a set of default templates which the system uses to communicate with your members for actions like Subscription starting, Renewals, Booking confirmations, etc - these templates can be edited but not deleted.
Go to Settings > Team and Communication > Transactional Emails
Find a template you wish to view or edit
Click the gear icon ⚙ under the action column and choose Edit
You can preview a template by clicking on the Preview button at the bottom of the page you will see how the email looks and you can send a Test Email to any address
You can edit the from Name, Email and the Subject as well as the content of the email
Each template features a series of tags e.g SUBJECT, CLASS_TITLE, CLASS_DATE, that can be added to the body which will automatically populate with the details e.g [CLASS_TITLE] will show the name of the class in question when sent.
Toggle Unsubscribe allows members to stop receiving this notification
Toggle Bypass
Toggle Enabled/Disabled to turn on or off the automatic sending of the notification email
When done editing, click Save changes