Managing employees in FITsociety
Through Settings → Employee management you manage who has access to your FITsociety environment, what permissions they have and whether they can be used as a trainer.
Go directly to Employee management: coach.fitsociety.io/company/settings/employees
Why is Employee management important?
Employee management gives you an overview of how your team is organized. At the top of the page you can see, among other things:
Employees: the total number of people with access to your company.
Coaches, Administrators and Trainers: the distribution of roles and trainer statuses within your team.
2FA enabled: how many employees use two-factor authentication.
What do the columns mean?
Employee: the employee's name and profile.
Email address: the email address the employee uses to log in.
Role: determines someone's permissions, for example Coach or Administrator.
Access status: indicates whether someone has access to this company in FITsociety.
Trainer status: indicates whether someone can be selected as a trainer for classes and members.
Calendar color: the color used to display this employee in the calendar.
Last active: when the employee was last active.
2FA: whether two-factor authentication is configured for this employee.
You can show columns such as locations and exceptions through the column menu when you need those details.
Roles: what can someone do?
The role determines which parts of FITsociety someone can use.
Coach: can work with members, training, nutrition, communication and other coaching features they have been granted access to.
Administrator: has broader access to company settings, employee management and administrative features.
With advanced access management, permissions can be configured more specifically for each employee, for example by location, section or exception.
Access status: Active or Deactivated
Access status concerns access to your company in FITsociety.
Active: the employee can access your company, depending on their role and permissions.
Deactivated: the employee no longer has active access to your company. The employee is not deleted and their history is preserved. You can reactivate the employee later.
Deactivation is useful when someone should temporarily lose access, but you want to keep the employee and their history.
Trainer status: Active or Inactive
Trainer status is separate from access status. This status determines whether someone can be used as a trainer.
Active: the employee can be selected as a trainer when creating or editing classes and when assigning a trainer to a member.
Inactive: the employee can still access FITsociety if their access status is active, but is not offered as a trainer for classes or members.
For example, use trainer status for administrative employees who need access but do not teach classes themselves.
Deactivate or remove?
Deactivating and removing are not the same.
Deactivate: the employee loses access to your company, but their record is kept. History and existing data are preserved. You can reverse this later with Activate.
Remove: use this when someone needs to leave your company permanently. When removing them, you choose a replacement so linked data is transferred to an active employee.
Choose Deactivate if you mainly want to block access and preserve history. Choose Remove if someone is leaving permanently and linked data needs to be transferred to someone else.
When can someone not be selected as a trainer?
An employee can only be selected as a trainer when both statuses are set correctly:
The Access status must be Active.
The Trainer status must be Active.
Is either status not active? The employee will then not be offered as a trainer for classes or members.
Adding a new employee
Go to Settings → Employee management.
Click Add employee.
Enter the name and email address.
Set the correct role and trainer status.
The employee receives an invitation by email.
Editing employees
Click the three dots next to an employee to open the actions. Depending on your permissions, you can, for example:
edit the profile;
manage access;
activate or deactivate the employee;
remove the employee and choose a replacement;
perform 2FA or password actions.
Good to know
You cannot simply deactivate or remove yourself.
There must always be at least one active administrator remaining.
2FA helps provide extra protection for administrator accounts.