🧑‍🤝‍🧑 8.5 Team Management

Manage roles, permissions, and instructor coordination

Overview

Communities often operate as teams — Sweatpals supports multiple admins and volunteers to share responsibilities effectively.

💡 Team Management helps distribute event creation, check-in, and communication duties.

Adding Team Members

Adding Admins via Web

Go to Dashboard → Team

Click +Add People

Use the Manual option to manually enter details of the new admin or From members tab to quickly search through your members to grant permissions

Assign a specific permissions Role

If they are a service provider, you can optionally add a Service type

To send the invite, click Send invite

Admins will receive an email or SMS invite to accept the admin invitation for their role.

Adding Admins via App

While in hosting mode, tap on your community's profile picture

Select the Team button

Click +Add People

Use the Manual option to manually enter details of the new admin, From members tab to quickly search through your members to grant permissions, or From contacts to search through your phone's contact book

Assign a specific permissions Role

If they are a service provider, you can optionally add a Service type

To send the invite, click Send invite

Permission Levels

Team members can be assigned different roles depending on the level of access they need within the community.

Permission / Action	Owner	Leader	Front Desk	Volunteer	Staff
Create and edit experiences/events/classes	✅	✅	❌	❌	❌
Manage SMS/Email campaigns	✅	✅	❌	❌	❌
Change instructors for a class	✅	✅	❌	❌	❌
Create and edit memberships	✅	❌	❌	❌	❌
Create and edit appointments	✅	✅	❌	❌	❌
View experience-level revenue	✅	✅	❌	❌	❌
View all revenue via Billing tab	✅	❌	❌	❌	❌
Issue refunds	✅	❌	❌	❌	❌
Make membership changes	✅	❌	✅	❌	❌
Handle member payments	✅	—	✅	—	—
Manage chats	✅	✅	✅	❌	❌
Manage check-in	✅	✅	✅	✅	❌
View attendee lists	✅	✅	—	✅	❌
Assign other admins at any level	✅	❌	❌	❌	❌
Assign volunteers only	✅	✅	❌	❌	❌
Clock in/out for shifts	✅	✅	✅	❌	✅
Be assigned to events/shifts	✅	✅	—	✅	✅
Manage community settings	✅	❌	❌	❌	❌
Manage billing, payouts, or Stripe settings	✅	❌	❌	❌	❌
Manage and Issue Gift Cards	✅	✅	❌	❌	❌

Role Summary

Owner Owners have full control over the community. They can manage events, classes, memberships, billing, payouts, refunds, team members, community settings, check-ins, chats, and revenue.

Leader Leaders can help manage day-to-day operations. They can create and edit experiences, manage check-ins, view event metrics, manage chats, change instructors for classes, and assign volunteers. Leaders do not have access to memberships, billing, payouts, refunds, or community settings.

Volunteer Volunteers only have access to event check-in tools. They can help check attendees in and view the attendee list for events they are helping with, but they cannot edit events, change instructors, manage chats, access revenue, or update community settings.

Staff Staff members can clock in and out for shifts and be assigned to events. They do not have access to edit events, change instructors, manage check-ins, view revenue, manage memberships, or update community settings.

Service Provider

Trainers, instructors, massage therapists and other service providers can access and edit appointments.

Front Desk

Handle check-ins, member payments and memberships, and chats, and clock in/out for shifts; no access to experiences, campaigns, finances, or community settings.

Volunteer Management

Assign volunteers to specific events or classes so they can access event attendee lists & check-in tools.

In adding volunteers, please note that:

Volunteers cannot modify Stripe or payout settings

Volunteers cannot access financial information

Volunteers will gain check-in access to all community experiences

For more, see: 🎫 6.8 Check-In on Web, Facilitating Check-In

Shifts & Clock In/Out

We support shift tracking and clock in/out capabilities for gyms, studios, and other facility-focused business.

Before You Start

Ensure all team members have been added as admins. (See: 🧑‍🤝‍🧑 8.5 Team Management)

Clocking In/Out

Open dashboard.sweatpals.com

Select the Team tab

Select Time Clock & search for your name

Click Clock In (once done, an "On Clock" badge will appear instantly & your name will appear under the "On the Clock" section)

When ready to head out, click Clock Out

Please note: This feature is currently only available via web browser.

Viewing & Managing Shift History

Open dashboard.sweatpals.com

Select the Team tab

Select Shift History

Filter for a specific timeframe, source, or staff member

Sources include:

Experiences - Any staff member listed as the instructor or service provider on an experience will have the duration of that experience listed here. (e.g. Sam taught a 1-hour HIIT class -> you will see a 1-hour line item for her class sourced from Experiences)

Appointments - Any staff member listed as the service provider on an appointment will have the duration of that experience listed here. (e.g. Jerry coached a 45min training session -> you will see a 45-min line item for his session sourced from Appointments)

Manual clock-in/out - Any staff member who manually clocked in/out will have the duration of those shifts listed here.

If you wish, you can Export CSV or manually Add Shift

Please note: If you have Owner-level permissions, you can manually add or edit shifts as-needed for your team. You will have the option to add a note for any edits.

Generating Payout Reports

Open dashboard.sweatpals.com

Select the Team tab

Select Payout Report

For a specified timeframe, you can see:

All Team Members

# of Shifts

# of Hours

# of Sessions (inclusive of Experiences & Appointments)

# of Customers Registered

# of Check-Ins (see: 🎫 6.8 Check-In on Web, Facilitating Check-In)

# of No-Shows

Check-In Rate

If you wish, you can export a CSV by clicking the Download icon

Running Payroll

In addition to Shift History and Payout Report, we support the ability to generate a payroll-specific report.

Open dashboard.sweatpals.com

Select the Team tab

Select Payroll

Toggle to view payroll by Instructor or Experience

Choosing Instructor for a specified timeframe will show:

# of Experiences (w/ option to toggle & view)

# of Appointments (w/ option to toggle & view)

# of Checked-In / Booked

# of Hours

Fill Rate

Choosing Experience for a specified timeframe will show:

Experience Type

Revenue

# of Bookings

# of Checked In

# of No Shows

Fill Rate

Please note: This view is designed for studios or gyms that issue payouts based on show rate, fill rate, and similar factors.

Best Practices

Maintain clear communication between team members.

Share your community calendar weekly.

Use group chats for quick operational updates.

Review attendance reports together after each event.

🤝 Collaborative management ensures a smooth host experience for members.

Multi-Service Provider Support for Appointments

Adding in service provider availability helps you manage when they are available to receive bookings in real time.

Set Working Hours

With our Working Hours feature, you can set recurring working hours, add date-specific overrides, and manage availability for each appointment service assigned to a provider.

Open dashboard.sweatpals.com

Select the Team tab

Select Working hours

Locate the service provider you want to manage

Click the Edit icon next to their name

Please note: A provider can only be booked within their working hours, even when an appointment offers wider availability.

Set Working Hours (for Service Providers)

Service providers can manage their working hours themselves within an appointment type they are servicing.

Open dashboard.sweatpals.com

Select the Appointments tab

Find the appointment type(s) you would like to adjust & select the Edit option within the ••• menu

Scroll to & select the Availability section

Find your profile & select the Edit icon

Manually adjust your working hours

Select Save

Please note: A provider can only be booked within their working hours, even when an appointment offers wider availability.

Adding Date Overrides

Date overrides allow you to change a provider’s schedule for a specific date without updating their regular working hours.

Within Working hours or an Appointment type, select the provider

Toggle into Date overrides

Click Add

Select the timeframe they are unavailable

Save the date override

Connecting Google Calendar

Providers can connect their Google Calendar to Sweatpals for appointment bookings to consider real-time availability. The connection must be completed by the provider from their own account.

To connect your Google Calendar:

Open dashboard.sweatpals.com

Select the Appointments tab

Find the appointment type(s) you would like to adjust & select the Edit option within the ••• menu

Scroll to & select the Availability section

Find your profile & select the Edit icon

Under Connect Google Calendar, click Connect

Sign into your Google account & approve the requested permissions

Select Save

Please note the following:

Once connected, Sweatpals will use Google Calendar conflicts when calculating the provider’s available appointment times

Hosts can see whether a provider’s calendar is connected, but the provider must complete the connection from their own account

New appointment bookings do not yet write a new event to their calendar, it will only check for conflicts

Please note: Working hours & Google Calendar integration are currently under beta and available for select hosts. If you have feedback or want early access, please email [email protected].

How Availability Works

A provider’s available appointment times are based on the overlap between:

Their working hours

Their availability for the selected service

The appointment’s general availability

Existing appointments, classes, and experiences

Connected Google Calendar conflicts

Sweatpals automatically blocks conflicting times across the provider’s assigned services to help prevent double-bookings. Canceling a booking releases the blocked time.