How to Add or Remove Staff Members
Estimated Reading Time: 3 minutes
Applies to: Pro and Premium
Quick Summary
You can add team members and give them secure access to your Trainin platform so they can help manage daily operations such as Schedule, Activities, Clients, Coaching and Reporting.
The number of Staff members you can add depends on your subscription package. Coaches and activity instructors are also counted as Staff members within this limit.
Why This Matters
Managing Staff access ensures each team member only sees the parts of the platform relevant to their role. This protects access to sensitive information.
Because Coaches and Instructors also count as Staff, managing your Staff list properly helps you stay within the limits of your subscription package.
Step by Step Instructions
Step 1: Open the Staff management page: My company > Staff > Staff Members
– This page displays all existing Staff members, including their name, email address, assigned role, login status.
Step 2: Start adding a new Staff member: Staff members > New staff member button
Step 3: Enter the Staff member details and send invitation email: New staff member form
– Add the Staff member’s name and email address, then assign the correct role so the system knows which areas they are allowed to access. They will receive an email with their login credentials.
Step 4: Remove a Staff members if needed: My company > Staff members > Select staff member > Trash icon
– Removing a Staff member immediately revokes their access to the Trainin platform.
Best Practice
Configure roles in Roles & Permissions before inviting new Staff members so you can assign the correct permission level immediately.
Only provide the minimum access required for each role and remove Staff access immediately when someone leaves your organization.
Also review your Staff list regularly to ensure you remain within the Staff limits included in your subscription package.
Pro Tips
Use roles to clearly separate operational access from financial access. For example, instructors may only need access to Schedule and Activities, while managers may require access to reports and Membership management.
You can edit the staff profile to define the Activities this instructor can be added too.
Common Questions
How many Staff members can I add?
– The number of Staff members depends on your subscription package. Coaches and Instructors are included in this count.
Can I change a Staff member’s role later?
– Yes. Open My company → Staff members, select the Staff member, and update the assigned role.
Will removing a Staff member delete historical data?
– No. Removing Staff only revokes login access. Bookings, Activities, and reports remain intact.
What if the Staff member did not receive the invitation email?
– Ask them to request a password through the login page using the same email address stored in the system.
Can I see which Staff members are instructors?
– Yes. The Staff members list includes an Instructor column that indicates which team members can be assigned to Activities.
If you would like to know more about our Pro, Premium or Add-Ons, send us an email to support@trainin.com.
Related Articles
– How to configure Roles & permissions
– How to set your staff availability for private sessions
– How to add your (or your team's) tasks in the schedule
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