Modify a staff member (branch level)

Overview

This article guides you through the process of editing an existing Staff member's details
The article is divided into the following eleven topics:

Prerequisites
   Role
   Scope
   Modifying roles
Use case
Navigation
   Organisation view
   Branch view
Modify a staff member's profile
   Modify a staff member's photo
   Modify a staff member's role

 

Prerequisites

Role

Your Role must have the Manage staff member Permission.

 

Scope

To modify a Staff member's profile, 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 a Role in Branch A and B, you will not be able to modify the Staff member's profile.

 

Modifying roles

To modify a Staff member's Role, your Role must contain the Assign role permission for that Role.
Below is an example of Roles with Assign role permissions:

	Admin	Master Franchiser	Franchisee	Branch Manager	Receptionist	Personal Trainer (PT)
Assign role Admin
Assign role Master Franchiser
Assign role Franchisee
Assign role Branch Manager
Assign role Receptionist
Assign role PT

 

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

 

Use case

There are several reasons you would edit a Staff member:

1. Change which Branches a Staff member can access

2. Change a Staff member's Role in a Branch

3. Update a Staff member's personal details

4. Change a Staff member's photo

5. Add/remove a Staff member as a resource for Class sessions or Personal Training sessions

6. Change a Staff member's Access card number

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

 

Navigation

Staff members can be modified in either Organisation level or Branch level.

Staff members are modified at Organisation level when the Staff member works in multiple Branches, therefore requiring changes that may span across multiple Branches within Clubware.

Staff members are modified at Branch level when the Staff member only works at one Branch. Staff members that only work at one Branch can also be modified at Organisation level.

 

Organisation level

For information on how to modify a Staff member at Organisation level, click here
If you are unable to click on the above link, please contact your Head office to make Staff member changes at Organisation level.

 

Branch view

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

Click on Staff

 

Modify a staff member's profile

To modify a Staff member's profile:

		Select the Staff member from the Staff member list
		Click Edit within the Staff member profile panel
		Make your changes to the Staff member profile For more information on what you can edit, click here.
		Click Update

 

Modify a staff member's photo

To modify a Staff member's photo:

		Select the Staff member from the Staff member list
		Click on the edit icon next to the photo frame (below the Staff member's name)
		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 Click Browse or My Device to select an image from your computer Click Camera to take a photo using your computer camera Click Allow (if prompted) to enable Clubware to connect with your camera Click the red camera button to capture your photo
		Preview the image If you do not wish to use the image, click Cancel then take/select a new photo 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
		Click Save
		The Staff member's photo is uploaded

 

Modify 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, this step is not required i.e. If you are providing an Access card to third-party providers or enabling Staff members to be Booked for Class sessions or Personal Training sessions (therefore they do not require Clubware access) there is no need to give them Roles.

To change Roles for a Staff member:

		Select the Staff member from the Staff member list
		Click Edit in the Security groups panel (top right-hand side)
		Select the Role you want to assign to your Staff member 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 Permissions, click here.
		Click Save
		The Staff member Roles are now displayed in the Security groups panel: