Overview
This article guides you through the process of removing a Staff member's access to Clubware.
The article is divided into the following twelve topics:
Prerequisites
Role
Scope
Removing roles
Use case
Navigation
Organisation level
Branch level
Deactivate a staff member
Remove a staff member from a staff member list
Remove a staff member's role
Remove a staff member's booking capability
Prerequisites
Role
Your Role must have the Manage staff member Permission.
Preset Roles that have this Permission are:
- Admin
- Master Franchiser
- Franchisee
- Branch Manager
Scope
To deactivate a Staff member, you must have one of the above Roles within all of the Branches the Staff member has a Role in. i.e. If a Staff member has a Role in Branch A, B and C, but you only have an Admin, Master Franchiser, Franchisee, or Branch Manager Role in Branch A and B, you will not be able to deactivate the Staff member.
Removing roles
To remove a Staff member's 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) | |
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Assign role Admin | ![]() |
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Assign role Master Franchiser | ![]() |
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Assign role Franchisee | ![]() |
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Assign role Branch Manager | ![]() |
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Assign role Receptionist | ![]() |
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Assign role PT | ![]() |
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For more information on Roles, click here.
For more information on Permissions, click here.
Use case
There are several reasons you would deactivate a Staff member:
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The Staff member has left the company
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The Staff member has changed Branches
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The Staff member has changed Roles within the company
Navigation
A Staff member's access to Clubware can be removed at either Organisation level or Branch level.
Organisation level enables you to:
- remove Roles in any Branch
- remove a Staff member from any Staff member list
Branch level enables you to:
- remove Roles in the specified Branch only
- remove a Staff member from a Staff member list in the specified Branch only
Both Branch level and Organisation level enables you to:
- deactivate a Staff member
- remove a Staff member's Booking capability
- remove a Staff member's Access card
For more information on how to remove a Staff member's Access card, click here.
Organisation level
To remove a Staff member's access to Clubware at Organisation level:
Navigate to Organisation level (light coloured menu)
Click on Staff
Branch level
To remove a Staff member's access to Clubware at Branch level:
Navigate to Branch level (dark coloured menu)
Select a Branch (optional)
Click on Staff
Deactivate a staff member
It is not possible to remove a Staff member from Clubware entirely. You can, however, deactivate a Staff member. Deactivated Staff members appear in the Staff member lists with a tag.
Note: Once deactivated, a Staff member cannot be activated again.
Once deactivated, a Staff member:
- cannot log in to Clubware
- does not have any Role in any Branch
- cannot be Booked to take Class sessions or Personal Training sessions
- cannot use their Staff member Access card to gain entry to the facility
To deactivate a Staff member:
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Select the Staff member you wish to deactivate |
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Click Remove next to all Access card numbers allocated to them |
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Click on the three vertical dots |
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Select Deactivate |
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Select OK to confirm the action |
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The Staff member will now display a deactivated Tag |
Remove a Staff member from a staff member list
In some circumstances, it may not be appropriate to display a Staff member in a Staff member list.
e.g. A contracted Personal trainer or a Head office Staff member.
Note: This will remove the capability of modifying the Staff member at Branch level. The Staff member can still be modified at Organisation level.
To remove a Staff member from a Staff member list:
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Select the Staff member from the Staff member list |
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Click Edit within the Staff member Overview section |
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Locate the Staff member's Branch(es) / Branch group(s) displayed below the Works for drop-down box |
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Click X to the right of the Branch / Branch group, to remove it from your selection
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Remove a staff member's role
To remove a Staff member's Role:
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Select the Staff member from the Staff member list |
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Click Edit in the Security groups panel (top right-hand side) |
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To remove a Staff member's Role in all Branches / Branch groups, click Remove next to the Role you want removed from your Staff member To remove a Staff member's Role from a specific Branch / Branch group, click X to the right of the Branch / Branch group. |
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Click Save |
Remove a staff member's booking capability
To disable a Staff member being Booked as an Instructor for Class sessions or Personal Training sessions:
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Select the Staff member from the Staff member list |
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Click Edit within the Staff member Overview section (top right-hand side) |
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Turn off Available for sessions
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Click Update |
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The Staff member will no longer appear in any Instructor lists for Class sessions or Personal Training sessions |