To give a staff member management permissions, open their profile from Contacts > Staff, click the pencil icon to edit it, and set their Role to Manager. A Manager gets broad day-to-day access to run the club, but does not see money by default: no revenue, no overdue figures and no Payments area. On the Complete package, an Owner can give an individual Manager access to the figures from the Permissions tab in their staff settings.
This article covers how to add a staff member, how to set their role and permissions, the roles available, and how to set their working hours.
How to add a staff member
Open Contacts from the burger menu, then select Staff in the left sidebar. Staff are also accessible from Settings.
Click New Staff Member (the button with the plus icon) at the top right.
Enter the staff member's First name, Last name and Email address. The email address is used for sign-up emails and payment links.
Choose their Role. This is set to Staff by default. To give them management permissions, choose Manager.
Click Add staff member.
How do I give a staff member management permissions?
A staff member's access is set by their Role. You can choose the role when you first add them, or change it later. To make an existing staff member a Manager:
Open Contacts from the burger menu, then select Staff in the left sidebar.
Click the staff member's name to open their profile.
Click the pencil icon under their name to open Edit Profile.
In the Role dropdown, choose Manager.
Click Save Changes.
⚠️ Note: By default, a Manager cannot see revenue, overdue totals or the Payments area. If you want a Manager to see the figures, follow the steps below.
How do I let a Manager see revenue and financial figures?
On the Complete package, an Owner can give an individual Manager access to the figures. The setting is on the Permissions tab: Contacts > Staff > staff member's profile > three-dot menu > Staff settings > Permissions.
⚠️ Note: Custom staff permissions are available on the Complete package. On other packages, the Permissions tab shows as LOCKED, with a See upgrade options link. If you would like to give staff individual permissions, our Customer Success team can talk you through your options.
Open the staff member's profile from Contacts > Staff.
Click the three-dot menu on the profile and select Staff settings.
Open the Permissions tab.
Switch on See financials. This gives them access to revenue, overdue totals and the Payments hub.
Click Save permissions.
💡 Tip: Each permission shows its Role default, so you can see at a glance what has been changed for this person. Changes on the Permissions tab apply to that staff member only, not to everyone with the same role.
Staff roles
Each role controls what a staff member can see and do across the platform. You choose the role when you add a staff member, and can change it later from Edit Profile on their profile.
Owner: full access to everything in ClubRight, including all settings, reporting, financial data, and integrations.
Manager: broad day-to-day access including member management, the diary, the till, and business KPIs. Suited to senior staff running the club day to day. By default, Managers cannot see financial figures (revenue, overdue totals or the Payments area) or change club settings.
Business: full functional access alongside additional KPIs for daily business monitoring on the dashboard. Suited to business-focused team members.
Staff: standard front-of-house access. Staff can view and update member profiles, add membership plans, take till payments, and manage the diary, but cannot access settings or reporting.
Trainer: limited access aimed at instructors and personal trainers. Trainers can add membership plans to members, book customers into events, and use the till, but cannot view member profiles, add events to the diary, or access settings and reporting.
How to set working hours
A staff member's working hours tell the diary and booking system when they are available. To set them:
Open the staff member's profile from Contacts > Staff.
Click the three-dot menu at the top right of the profile and select Staff settings.
On the Working Hours tab, use a quick fill to get started: Weekdays, Weekends, or Every day. Each adds rows at 09:00 to 17:00 that you can then adjust.
Use Add new time to add further day or time rows manually.
Click Save.
⚠️ Note: Working Hours sets the days and hours a staff member is available. Days not listed are treated as unavailable.
How a staff member activates their login
Once you have added a staff member, ask them to register a ClubRight account using the same email address you entered. ClubRight links the registered account to the staff record automatically, and they can then sign in with their own credentials.
Helpful tip
💡 Give each staff member their own login. Sharing accounts makes it impossible to see who did what in ClubRight. Individual logins keep audit and activity tracking accurate.
Have more questions about staff users?
If you have a question that is not covered here, our Customer Success team is happy to help. Reach out via the orange chat button at the bottom right of your ClubRight dashboard.