Gym owners

Add a staff member

Put your trainers, receptionists and managers into GymLedger. You need this before you can assign a trainer to a member, log a PT session, or run payroll.

Steps

In the sidebar, open Staff → All Staff.
Tap Add Staff.
Fill in Full Name and Phone. Both are required. Everything else is optional.
Choose a Role — Trainer, Receptionist, Manager or Other. Use Other for someone you pay but who never uses the app, like a cleaner or a security guard, and type their Job title. They are paid through payroll and get no staff login.
Choose an Employment Type — Full-time, Part-time or Freelance.
For a Trainer, you can list Specializations — type them separated by commas, like Weight Training, Yoga, HIIT. This box only appears when the role is Trainer.
Set the Join Date and leave Status as Active.
Under Compensation, pick how this person is paid. See Set up how a staff member is paid — this is the setting that drives payroll, so it is worth getting right now.
Tap Add Staff.

They appear in the list straight away. Tap any row to open their full profile.

Good to know

Only Trainers can be assigned to members and PT sessions. The trainer dropdowns elsewhere in the app show only staff whose role is Trainer and whose status is Active. A receptionist or manager will never appear there.
A photo is optional. If you don't upload one, the app shows the first letter of their name in a circle.
You can attach up to 5 documents — ID proof, a signed contract, certificates. Each file must be under 200 KB. Bigger files are refused with a message telling you so.
Setting Status to Inactive keeps their history. Their past sessions and payroll records stay. They drop off the payroll list and out of the trainer dropdowns. This is what you want when someone leaves — not Delete.
Adding a staff member does not give them a login. That is a separate step: Give staff access to the app.
Importing many at once: the Import button at the top takes a CSV file, if you already have your staff list in a spreadsheet.

When it doesn't work

"Phone number must have at least 10 digits." The phone box counts digits, so spaces and +91 are fine, but a short number is refused. Also note a leading zero is stripped as you type — 09876543210 becomes 9876543210.

The new trainer doesn't show up when you go to log a session. Two things to check: the Role must be Trainer (not Manager), and Status must be Active. Anything else and they are hidden from every trainer dropdown in the app.

You deleted someone and their old sessions are still there. Delete removes them from the staff list and nothing else. Sessions they logged stay in PT Sessions with their name on them, and the months you paid them stay too — but they vanish from the Payroll list and from the trainer filter, so you can no longer open their payroll page. If someone has left, set Status to Inactive instead. Delete cannot be undone.

The Specializations box isn't there. It only appears for the Trainer role. Change Role to Trainer and it appears.