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Add a staff member (organisation level)

Xplor Clubware
  • Updated

Overview

This article guides you through the process of adding new Staff members to Clubware.
The article is divided into the following twelve topics:

Prerequisites
   Role
   Scope
   Adding roles
Use case
Navigation
   Organisation level
   Branch level
Add a staff member's profile
   Add a staff member's photo
   Set a staff member's password
   Add a staff member's role

 

Prerequisites

Role

Your Role must have the Manage staff member Permission.

 

Scope

You must have a Role in the Branch you wish to add a Staff member.

 

Adding roles

To add a Staff member Role, your Role must contain the Assign role permission for that Role.
Preset Roles have the following Assign role permissions:

  Admin Master Franchiser Franchisee Branch Manager Receptionist Personal Trainer (PT)
Assign role Admin xplor_icon_make-life-simple_neptune-blue.png xplor_icon_cross_xplorange.png xplor_icon_cross_xplorange.png xplor_icon_cross_xplorange.png xplor_icon_cross_xplorange.png xplor_icon_cross_xplorange.png
Assign role Master Franchiser xplor_icon_make-life-simple_neptune-blue.png xplor_icon_cross_xplorange.png xplor_icon_cross_xplorange.png xplor_icon_cross_xplorange.png xplor_icon_cross_xplorange.png xplor_icon_cross_xplorange.png
Assign role Franchisee xplor_icon_make-life-simple_neptune-blue.png xplor_icon_cross_xplorange.png xplor_icon_cross_xplorange.png xplor_icon_cross_xplorange.png xplor_icon_cross_xplorange.png xplor_icon_cross_xplorange.png
Assign role Branch Manager xplor_icon_make-life-simple_neptune-blue.png xplor_icon_make-life-simple_neptune-blue.png xplor_icon_make-life-simple_neptune-blue.png xplor_icon_cross_xplorange.png xplor_icon_cross_xplorange.png xplor_icon_cross_xplorange.png
Assign role Receptionist xplor_icon_make-life-simple_neptune-blue.png xplor_icon_make-life-simple_neptune-blue.png xplor_icon_make-life-simple_neptune-blue.png xplor_icon_make-life-simple_neptune-blue.png xplor_icon_cross_xplorange.png xplor_icon_cross_xplorange.png
Assign role PT xplor_icon_make-life-simple_neptune-blue.png xplor_icon_make-life-simple_neptune-blue.png xplor_icon_make-life-simple_neptune-blue.png xplor_icon_make-life-simple_neptune-blue.png xplor_icon_cross_xplorange.png xplor_icon_cross_xplorange.png
 

For more information on Roles, click here.
For more information on Permissions, click here.

 

Use case

There are three primary reasons you would add a new Staff member:

  1. Provide Staff members with access to Clubware and set the Role they will have within each Branch

  2. Enable Staff members to be scheduled as instructors for Class sessions or Personal Training sessions

  3. Enable an Access card for third party providers (e.g. cleaning company)

For more information on how to add a Staff member's Access card, click here.

 

Navigation

Staff members can be added at both Organisation level and Branch level.

Staff members are added at Organisation level when the Staff member will work in multiple Branches, therefore requiring multiple Branch access to Clubware.

Staff members are added at Branch level when the Staff member will only work at one Branch. Staff members added at Branch level can later be modified at Organisation level to have multiple Branch access to Clubware if required.

 

Organisation level

To add a Staff member at Organisation level:
Navigate to Organisation level (light coloured menu)
Click on Staff

Staff__Org_.png

 

Branch level

To add a Staff member at Branch level:
Navigate to Branch level (dark coloured menu)
Select a Branch (optional)

Switch_Branch__boxed_.png

Click on Staff

Staff.png

 

Add a staff member's profile

 
 1.png

Click Add staff member

2022-02-18_5-17-29.png
 
  2.png

Enter First name (required)

First_name.png
 
  3.png

Enter Last name (required)

Last_name.png
 
  4.png

Enter Date of birth (required)

Date_of_birth.png

 

Either enter the date manually or use the calendar icon to select a date via the calendar:

Date_of_birth__select_.png
 
  5.png

Select Gender (required)

Gender.png
 
  6.png

Enter Username (required) used to login to Clubware

Username.png

Note: Usernames must not contain spaces.
 
  7.png

Enter "Works for" (minimum of one Branch required)

"Works for" specifies:

  • Which Staff member lists your Staff member will appear in

  • The Scope required to edit Staff member profiles
    e.g. Staff member A must "Work for" all the Branches that Staff member B "Works for" to be able to modify their Staff member profile

Note: It is recommended to set Staff members to "Work for" any Branch they have a Role in. This ensures they are displayed as a Staff member in the Branch, and their Staff member profile can be managed by Staff members who "Work for" the same Branches.

Works_for__select_.png

Note: At Organisation level, the drop-down box will only display Branches / Branch groups that you have an Admin, Master Franchiser, Franchisee or Branch Manager Role.

At Branch level, the "Works for" drop-down box is not displayed. The Staff member is automatically assigned to "Work for" the Branch you are adding the Staff member to.

For more information on Roles, click here.
For more information on Permission, click here.

The selected Branch(es) / Branch group(s) are displayed below the drop-down box:

Works_for__st_kilda_.png

Branches are displayed in blue Works_for__st_kilda__label.png
Branch groups are displayed in green Works_for__Melbourne_city_branches_.png and display (in brackets) how many Branches belong to the Branch group

If a Staff member works in multiple Branches, multiple Branches / Branch groups can be selected:

Works_for__melbourne_city_and_st_kilda_.png

To remove a Branch / Branch group from your selection, click X to the right of the Branch / Branch group:

St_Kilda__select_.png Melbourne_city_branches__select_.png
 
  8.png

Toggle on/off Available for sessions (optional - off by default)

Available_for_sessions_OFF.png

  On.png Turn on if the Staff member needs to be Booked as an Instructor for Class sessions or Personal Training sessions
  Off.png Turn off to disable them from being Booked as an Instructor for Class sessions or Personal Training sessions
 
  9.png

Enter Email (required)

Email.png

Note: This email will be used to send a temporary password. If the Staff member will not need access to Clubware (e.g. Personal trainers, Cleaning company, etc) you would set this to your own email address to ensure the Staff member is not provided a password.
 
  10.png

Select a Country (required)

Country.png

Note: The selected Country sets the required phone number format and country code for the phone number.
 
  11.png

Enter Phone number (required)

Phone_number.png

Note: The Phone number's required format varies depending on the Country selected above:

New Zealand: Number must begin with zero
Australia: Number must begin with zero
India: Number must be 10 digits long
Singapore: Number must be 8 digits long.
 
  12.png

Enter Home Address (required)

Select the Country

Country.png

This determines the address format:

Address__All_.png

New Zealand (required fields)
Address 1
Suburb
City
Postcode

Australia (required fields)
Address 1
Suburb
State
Postcode

India (required fields)
Address 1
Locality
City
PIN Code

Singapore (required fields)
Address 1
Town
Postcode
 
  13.png

Click Add Staff

Add_Staff.png
 

Add a staff member's photo

Once a Staff member is created, a photo can (optionally) be added:

 
 1.png

Select the Staff member from the Staff member list

Staff_member_Emma_Brunton.png
 
  2.png

Click on the edit icon next to the photo frame (below the Staff member's name)

Emma_Brunton__select_.png
 
  3.png

Upload a photo

Note: The photo image must be jpg, jpeg, png or gif format, and not exceed 10MB in size. Images are automatically resized to fit the photo frame.

There are three ways to do this:

  • Drag and drop the image from your computer to the space provided

    Emma_Brunton__drag_n_drop_resized_.png

  • Click Browse or My Device to select an image from your computer

    Camera__select_.png

  • Click Camera to take a photo using your computer camera

    My_device__select_.png

    Click Allow (if prompted) to enable Clubware to connect with your camera

    Photo__allow_.png

    Click the red camera button to capture your photo

    Emma_Brunton__take_photo_resized_.png
 
  4.png

Preview the image
If you do not wish to use the image, click Cancel then take/select a new photo

Cancel.png

Note: The preview may appear to crop the top and bottom from your image, however, this is not the case when it is displayed in the Staff member profile.
 
  5.png

Click Save

Save.png
 
  6.png

The Staff member's photo is uploaded

Emma_Brunton__photo_.png
 

Set a staff member's password

When a new Staff member is created, an email is automatically sent to the Staff member's email address providing them with a username and temporary password:

Your username is [EmmaB] and temporary password is 60071c85-c019-48b4-95d6-699e596f9da3.

Once the Staff member successfully logs in, they are prompted to change the password immediately.

 

Note: Passwords must be at least 10 characters long, and contain:

  • at least one upper case character
  • at least one lower case character
  • at least one number
  • at least one special character i.e. ^$*.[]{}()?-"!@#%&/\,><':;|_~`
 

Change_password.png

 

Add a staff member's role

Roles provide Permissions to Staff members. Without Roles, Staff members can log into Clubware but have no Permission to do anything. There are six preset Roles to choose from, listed below in order of hierarchy:

  • Admin
  • Master Franchiser
  • Franchisee
  • Branch Manager
  • Receptionist
  • PT

Note: If the Staff member does not require access to Clubware (i.e. you are providing an Access card to trade staff or enabling Staff members who do not require Clubware access to be Booked for Class sessions or Personal Training sessions) this step is not required.

To set Roles for a Staff member:

 
 1.png

Select the Staff member from the Staff member list

Staff_member_Emma_Brunton.png
 
  2.png

Click Edit in the Security groups panel (top right-hand side)

Edit__select_.png
 
  3.png

Select the Role you want to assign to your Staff member

Role.png

You can assign a Staff member multiple Roles by repeating the step above

Note: Only the Roles that your Role allows you to assign are displayed

For more information on Roles, click here.
For more information on Permission, click here.
 
  4.png

Set the Scope of the Role
i.e. select where the above Role should be applied

Works_for__select_.png

Note: This option is not visible when adding a Role to a Staff member at Branch level.

At Organisation level, the drop-down box will only display Branches / Branch groups that you have an Admin, Master Franchiser, Franchisee or Branch Manager Role.

For more information on Roles, click here.
For more information on Permission, click here.

The selected Branch / Branch group is displayed below the drop-down boxBranch.png

Branches are displayed in blue Works_for__st_kilda__label.png
Branch groups are displayed in green Works_for__Melbourne_city_branches_.png and display (in brackets) how many Branches belong to the Branch group

To remove a Branch from your selection, click X to the right of the Branch / Branch group

St_Kilda__select_.png Melbourne_city_branches__select_.png
You can assign a Staff member a Role in multiple Branches / Branch groups

In the following example, the Staff member is given a Branch Manager Role in the St Kilda Branch and the Melbourne city Branch group

Branch_Multiple.png

You can assign multiple Roles to a Staff member

In the following example, the Staff member is given a Branch Manager Role in the St Kilda Branch, and a PT Role in the Melbourne city Branch group

Branch_Multiple_Roles.png
 
  5.png

Click Save

Save.png
 
  6.png

The Staff member Roles are now displayed in the Security groups panel:

Security_groups.png
 
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