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How to Add a Staff Member

Roma
Updated
Overview

This guide explains how to add a new staff member in Xoda, assign their role, and link them to the services they can deliver.


Before You Start

Make sure you have:
  • Access to OPERATIONS › Staff.
  • The staff member’s email address.
  • Their basic profile details.
  • The correct role to assign.
  • The services they will be teaching or delivering.

🎥 Video Tutorial: Prefer a visual walkthrough? Watch the guide below.

 

STEPS
1 Log in to your Xoda account.
2 From your dashboard, go to Operations then select Staff.
Step 2: Go to Staff
3 Click on the Add Staff button in the lower-right corner.
Step 3: Add Facilities
4 Enter the staff member’s Email Address, then click Next.
Step 3: Enter Email Address
5 Enter the staff member’s details.
  • First name
  • Last name
  • Mobile number
  • Address
  • Postcode
  • Date of birth
  • Gender
Only complete the fields required for your business.
Step 4: Enter Staff details
6 Choose the appropriate Role for the staff member.

Roles control what the staff member can see and do in Xoda.
  • Gym Owner – Full access.
  • Gym Manager – Operational access, with possible revenue restrictions.
  • Staff – Day-to-day operational access.
  • Trainer – Access based on trainer type and assigned services.
Step 6:Select a Role
7 If required, add:
  • Staff profile photo.
  • Next of kin details.
  • Salary or pay information.
Step 7:Add Optional Details
8 Select the services the staff member will deliver, such as:
  • Group Classes.
  • Personal Training Sessions.
  • Other Services.
Step 8:Assign Services
9 If applicable, enter the staff member’s rate for each service.

For example:
  • Group class rate.
  • Personal Training rate.
  • Massage or specialty service rate.
Different services can have different rates.
Step 9:Assign Services
10 Review the details, then click Submit.
Step 10:Save the Staff Member
✅ Result: The staff member will now be added to Xoda and available for scheduling based on their assigned services.
 

💡 IMPORTANT NOTES


  Staff can only be scheduled for services assigned to their profile.
  Roles determine access to features and sensitive information.
  Only assign Admin or Manager roles to trusted users.
  Review staff access regularly as responsibilities change.
 

🔧  TROUBLESHOOTING

  Staff member cannot be scheduled.
Check that the relevant service has been assigned to their profile.
  Staff member cannot access certain features.
Review their assigned role and permissions.
  Staff member did not receive access.
Confirm their email address is correct and ask them to check their inbox or spam folder.

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