How do I add admin staff and trainers?

Creating a staff member
Go to Staff >> Create New, fill in the person's details, and Submit. Each staff member needs a unique email address (their username) — no two accounts can share an email. If you get a "username already exists" message, that email address is already linked to an account at your facility, often because the person is already a member. A deactivated member is still a member, so deactivating won't free up the email. Use a different email address for the staff account. An email alias works well. See How do I make an existing member a staff member? Once created, the staff member receives an automated email with their login details.

User types explained

• Owner — default access to all features.
• Admin — access to everything except the trainer report and staff privileges.
• Location Admin — access to only selected locations; no access to the trainer report or staff privileges.
• Trainer — access to the communication center, manage users, POS, reports, class actions and workout actions. No access to financial information or admin tasks (e.g. suspending members, running debit orders, staff).
• Location Check-in — access to the check-in QR code only. Ideal for a device left unattended at your front desk (for example, for Vitality check-ins), as it exposes nothing else in your Octiv account.

Assigning location access
After creating the account, assign the staff member's location access and privileges: Staff >> Actions >> View/Edit >> Access >> select location access >> select the relevant Octiv privileges >> Submit. Only the Owner account can assign location access. If a new staff member sees a "Location Access Privileges not found" warning at login, their location access hasn't been assigned yet — assign it as above.