Staff Management
Adding staff, roles, and manager app access
How to Add Staff and Manage Roles Covers: adding staff, roles — admin, trainer, receptionist, role permissions |
You can add staff members to your Okfit account and control what they can access based on their role. Staff roles in Okfit include Admin, Trainer, Receptionist, and custom roles.
Staff roles explained
• Super Admin — Full access to all features including financial data, staff management, and account settings. This is the account owner.
• Admin — Business partner access with both financial and operational data. Can manage members, memberships, and view reports.
• Trainer — Operational access to member profiles, class attendance, and PT sessions. No access to financial data by default.
• Receptionist — Front-desk access for member check-in, adding new members, and handling enquiries.
How to add a staff member
1. Go to Staff > Add Staff
2. Enter the staff member's name, email address, and phone number
3. Select their role
4. Click Save — the staff member receives an email with login credentials
How to Log In to the Okfit Manager App Covers: manager app login, email login, OTP login for restricted staff |
The Okfit Manager app is a mobile app for staff to manage the gym on the go — checking in members, viewing bookings, and managing tasks. It is available for Android and iOS.
Login with email and password
Super Admins, Admins, and staff with web portal access can log in to the Manager app using the same email address and password used for the web portal.
Login with OTP (for staff with restricted web access)
Staff who do not have web portal access can still use the Manager app by logging in with an OTP generated by the Admin.
How to generate an OTP for a staff member
5. Log in to the web portal as Super Admin or Admin
6. Go to Staff > View Staff
7. Click the staff member's name to open their profile
8. Click Generate App OTP on the Staff Info panel
9. Share the 6-digit OTP with the staff member
10. The staff member opens the Manager app, clicks Login with OTP, and enters the code
Note: The OTP login is a one-time setup. The staff member remains logged in until they manually log out or are asked to re-login. |
How to Add a Trainer's Schedule Covers: trainer availability, on-floor hours, schedule management |
The Trainer's Schedule feature lets you define each trainer's working hours or on-floor times in Okfit. This helps match members to available trainers and manage trainer workload.
Steps to add a trainer's schedule
11. Go to Staff > View Staff and click on the trainer's name
12. Go to the Schedule tab
13. Click Add Schedule
14. Select the days and time slots when the trainer is available
15. Click Save