🧑‍🤝‍🧑 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 sweatpals web go to dashboard →team click +add people use the manual tab and enter your new admin's credentials if they already have an account with us, you can use the from members tab to search through existing sweatpals users assign your admin's role once you're done, click on 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 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, such as switch, pause, or cancel memberships ✅ ❌ ❌ ❌ 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 ✅ ❌ ❌ ❌ 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 volunteers appear as hosts on public pages they can access event attendee lists and check in tools volunteers can’t modify stripe or payout settings for further instructions regarding the check in feature, refer to this article https //help sweatpals com/33 class operations shifts & clock in/out to accommodate communities with greater operational needs, we added features to track shifts across team members this provides greater management options for gyms and studios, all within sweatpals clocking in/out is done by accessing the https //dashboard sweatpals com/v2/team page, and heading to the time clock tab clicking on clock in starts the shift staff members currently on shift get a "on clock" tag, with details on when their shift started clocking out is handled through the same page the shift history tab displays previous shifts, including their duration the payout report tab contains more details on staff members and their shifts coordination 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 service provider availability helps hosts manage when coaches and other team members can receive appointment bookings from team → working hours , hosts can review schedules, set recurring working hours, add date specific overrides, and manage availability for each appointment service assigned to a provider providers can also connect their google calendar so external conflicts are included when sweatpals calculates their available times ⚙️ \<font color="#0c121d"> beta availability \</font> service provider working hours and google calendar integration are currently available to a limited group of hosts while we continue improving the experience if you encounter an issue or would like to share feedback, contact our support team at support\@sweatpals com accessing provider working hoursaccessing working hours open the host dashboard go to team select working hours locate the service provider you want to manage click the edit icon next to their name setting working hours working hours define when the provider is generally available within the community to add or update them open the provider’s availability click the edit icon next to working hours add the provider’s available days and times save your changes 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 the provider’s schedule for a specific date without updating their regular working hours open the provider’s working hours select date overrides click add select the date add the updated hours or mark the provider as unavailable save the override setting availability by service the provider’s availability page displays each appointment service assigned to them click the edit icon next to a service to set availability specifically for that appointment type providers can have different schedules for different services when no custom service availability is added, the service uses its general availability connecting google calendar 🗓️ providers can connect their google calendar so sweatpals considers external calendar conflicts when displaying available appointment times the connection must be completed by the provider from their own account service providers do not have access to the team tab instead, they should connect their calendar through the appointments tab open the appointments tab locate the appointment/service you’re assigned to open the ⋯ menu and select edit open your availability settings under connect google calendar , click connect sign in to your google account and approve the requested permissions save your changes 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 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