> For the complete documentation index, see [llms.txt](https://btwb.gitbook.io/btwb/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://btwb.gitbook.io/btwb/admin/gym-setup/adding-coaches-and-admins.md). # Adding Coaches & Admins This article shows gym owners how to add staff from the Gym Setup checklist — creating their account, adding them to the coaching roster, and choosing which admin pages they can access. ### Overview Step 2 of **Gym → Setup** is where you build your team. Adding a staff member does two independent things, and you can use either or both: * **Coaching Roster** — makes the person a **Coach** at one or more locations, so they can be assigned to classes and appointments. * **Admin Access** — grants access to pages of this Admin panel. You can make someone a **Full Admin** (the single "Admin" toggle — access to everything) or a **Limited Admin** by checking only the specific pages they need, like Class Schedules or Clients. The same staff tools are available any time on the **Staff** page: click your organization's name at the top of the page and choose **Staff** under **Manage**. ![Adding a coach from the Gym Setup checklist](https://283006627-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FZrefv5JliAQavbeRiIvd%2Fuploads%2Fgit-blob-0f6a554ca79b091314f5687989b90b6225d054e7%2Fadd-coach-admin.gif?alt=media) *** ### Step-by-Step: Adding a Staff Member #### 1. **Open the Add Staff Flow** * On **Gym → Setup**, under **2. Add Coaches & Admins**, click **Add Coaches/Admin** (or click **Add Staff** on the Staff page). * Enter the person's **email address**. If they already have a btwb account, you can select it; otherwise click **Create New**. #### 2. **Create Their Account** (new accounts only) * Required: **First Name**, **Last Name**, **Gender**, **Date of Birth**. * Optional: phone and address. * Click **Create**. BTWB creates their btwb account and emails them a **claim-account link** so they can set their own password. #### 3. **Set Their Role in the Permissions Panel** The permissions panel opens automatically after creating (or selecting) the person: * **Gym Coaching Roster** — check each location where they coach. This is what makes them appear as a **Coach** when you build class schedules and appointments. * **Admin Access → Organization → Admin** — the Full Admin switch. Checking it gives access to every page (and replaces any individual selections below). * **Individual page checkboxes** — for a Limited Admin, check just the areas they need. They can view, edit, add, and delete items on every page they're given. The sections mirror the sidebar: **Assets** (Tracks, Groups, Discounts), **Reporting** (Gyms), and **Gym** (Locations, Clients, Attendance, Payments, Class Schedules, Class Reservations, Appointments, Membership Plans, Sell Memberships, Retail Products, Sell Products, and more). > ✅ **Tip:** A typical coach needs only the **Coaching Roster** checkbox plus **Class Schedules** and **Class Reservations** — they'll see just those pages (plus the Overview, which every staff member gets) and nothing else. #### 4. **Save** * Click **Save**. The person appears in the checklist (and on the Staff page) immediately, and their access applies the next time they load the Admin panel. *** ### Notes for Admins and Coaches * Roles on the Staff page read as **Owner**, **Full Admin**, **Limited Admin**, or **Coach** — a person can be both a Coach and an admin. * Permissions decide what someone sees: the sidebar only shows the pages they can open. * Coach location assignments matter later — when you build a class schedule, only coaches with permission for the class's location can be assigned to it. * You can change any of this at any time from the Staff page: open the person's **⋯** menu and choose **Edit Permissions**; changes take effect immediately. The Owner's admin access can't be changed, but you can still add them to or remove them from the Coaching Roster. * A coach's **⋯** menu also has **Edit Availability**, which sets when clients can self-book them for [appointments](/btwb/admin/scheduling/appointments.md), and **Manage Calendar Feed** (see [Coach Calendar Feed](/btwb/admin/scheduling/coach-calendar-feed.md)). * Removing a staff member (**⋯ → Remove**, then **Yes, Remove**) removes their access and coaching role in your gym only — it never deletes their btwb account. The Owner can't be removed. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters: ``` GET https://btwb.gitbook.io/btwb/admin/gym-setup/adding-coaches-and-admins.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. A goal is most helpful when it describes the outcome the user wants rather than restating the question. For example, with `ask=how do I create an API token`, a goal like `automate deployments from our CI pipeline` lets GitBook tailor the answer to that use case. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.