Gym owners

Give staff access to the app

Your staff get their own login at staff.gymledger.in, separate from yours. You decide exactly what each of them can see and do — a trainer can log sessions without ever seeing what the gym earns.

Before you start

The person must already be in Staff with a Phone number saved. The invite is built from their phone number, and without one the app refuses to send it.

Steps

Open Staff → All Staff.
Find the person and tap the Send Invite icon on their row — the little person-with-a-plus. You can also open their profile and tap Send Invite at the top.
3
A box appears saying Portal access created, with a Password setup link.
- If WhatsApp messaging is switched on for your gym, the link has already been sent to them and the box says so.
- If not, the box tells you to share the link yourself. Tap Copy, or tap Send via WhatsApp to open WhatsApp with the message ready.
They open the link, choose their own password, and then sign in at staff.gymledger.in with their phone number and that password.
Back in the app, open their profile. A Permissions card has now appeared.
Under Start from, pick Trainer, Receptionist or Manager. That ticks a sensible set of boxes.
Tick or untick anything you want to change, then tap Save permissions.

Good to know

The setup link works once and expires after 48 hours. The box tells you the exact expiry time. After that, send the invite again — this creates a fresh link.
The link is safe to send again to someone already set up. Re-inviting does not reset their password or lock them out. It just gives them a new way in if they need one.
The Permissions card only appears after you have sent the invite. Before that there is no account to give permissions to, so the card is hidden.
Presets are a starting point, not a rule. Once you pick one you can change any box. Change enough of them and a small Custom tag appears next to the dropdown. Changing the preset later never touches people you have already set up.
You can save your own presets. Tick the boxes you want, tap Save as preset and give it a name — "Front desk", say. It then appears in Start from as "Front desk (yours)" for the next person. Pick it and tap Delete this preset to remove it; staff already set up keep their permissions.
What each preset gives:
- Trainer — view members, view and log sessions, view PT packages, view their own payroll. Nothing about money the gym takes in.
- Receptionist — view and edit members, record a payment, view plans, view their own payroll, read and reply to member messages. Note they can record a payment but not see total revenue.
- Manager — most of the app: members, sessions, packages, payments, expenses, plans, dashboard stats, gym settings, messages. Not everyone's payroll, not staff editing.
Five boxes carry a warning under them once ticked, and a strip appears above the Save button. They are the ones whose consequences are easy to miss: seeing every colleague's salary, deleting payments, editing staff and permissions, changing gym settings, and managing your GymLedger subscription. Anyone with Add, edit and permit staff can change their own permissions.
Staff added before permissions existed have default staff access. Their card says so and asks you to choose a preset to make it explicit. Until you save something, they keep the old default.
To take access away, untick every box and Save permissions. The Clients, Sessions and Payroll tabs disappear from their portal. They can still sign in, and they keep Attendance and Check In — marking their own attendance and scanning members in are always theirs, whatever you untick. There is no "delete the login" button in the app.

When it doesn't work

"Staff member has no phone number." Open their profile, tap Edit, add a phone number and save, then send the invite again.

They say the link doesn't work. It is single use and lasts 48 hours. If they already opened it, or it is more than two days old, it is dead. Send the invite again for a fresh one.

They can't sign in with their email address. Staff don't use email. They sign in at staff.gymledger.in with the phone number you saved on their staff profile, and the password they chose from the setup link. Your own login at app.gymledger.in will not work for them.

They see "No access to this page" with a padlock. That is the permission screen: "Your gym owner decides what each staff account can see. Ask them to enable it for you if you need it." Open their profile, tick the box that covers what they were trying to reach, and Save permissions. Common one: a trainer tapping Payments — the Trainer preset does not include it.

The Save permissions button is greyed out. It only lights up once something has actually changed. If you have changed something, Unsaved changes appears next to it.