How to add new employees in PGM?

Introduction

After configuring the roles and system permissions for your employees, you can create employee account in the PerfectGym Manager. 

• From this article, you will learn how to add new employees to your club and create their account and login to the system. You will learn as well, how to fill in basic information about your employees.
• This article will be helpful to PG Champion, Club Manager and Club Owner. 

Before you start

Make sure you have correctly created employee positions and system permissions for the employee you want to add. For more information, check this article. 

Instructions

1. Go to the PGM -> Clubs -> Employees.

2. Click on Add new employee. 

3. Fill all the needed information. 

Here you will find the details of the fields.

Some of the fields are not mandatory. You can skip them if you like. 

Tab: Basic data

Personal details:

• Name: Employee's first name (required field). Example: Jane

• Last name: Employee's last name (required field). Example: Doe

• Birthdate: Employee's date of birth. Example: 10/20/1990
• Gender;

• Identity: Unique identification number (conditional field, visible if Identifier Required is enabled). Example: A83B12345

• INN: Employee's Individual Taxpayer Number (conditional field, visible if Show INN is enabled). Example: 123-456-7890

Address information:

• Address: Employee's street address. Example: 123 Main St, Apt 4B

• Post code: Employee's postal or ZIP code (conditional field, format defined by PostalCode.Mask). Example: 90210

• City: City of residence for the employee. Example: Los Angeles

Contact information:

• Email: Employee's primary email address (standard format validation). Example: jdoe@perfectgym.com

• Mobile phone: Employee's mobile contact number (no specific format validation). Example: +1 555-123-4567

Other:

• Active: Checkbox to manually set an employee's account as active (default is checked for new employees). Example: Checked (active employee).
• Don't deactivate automatically - PG will deactivate the employee account if the employee has not logged into PG for more than 360 days, so the employee account remains in the system as inactive. Make sure to set this parameter if you want to avoid automatic deactivation.
• Assign clubs - you can assign specific employees to specific clubs within the PG system. This will also limit the clubs they can access/view on POSweb and PGM applications e.g. if an employee has "Club A" assigned only, they will not see data from "Club B", such as member information, as well as generate reports from the clubs other than those assigned to them. 

If you want to limit the clubs that your employees can access/view using the Assign clubs option, you also need to untick all system permissions with " [...] All clubs" in the name, ie: The ability to edit members from all clubs; all clubs (2x); zones availability schedule - view all clubs; view for all clubs; users cards all clubs.

• Available in clubs - you can assign specific employees to certain clubs for class scheduling or personal training booking. This option is mostly used for trainers/instructors.
• Available in new clubs - you can decide to have a new employee automatically assigned to all clubs created in the future. This feature is available since R.88 system version. 
• Employment type - used by HR to store employment type, i.e. club employee, freelancer etc.

You can add your types in Settings -> Dictionaries -> Employment Type

• Employment date - indicating the date when the employee was hired by the club.
• System Role - it determines the level of PG system permissions/access for a particular employee. You can assign a previously created employee role to your employees. 
• Position - it helps you to group employees based on their position in the club, i.e. Sales&Reception, Administrator, etc.

Please note that for personal trainers and trainers/instructors for class/course modules, the employee position needs to be connected to the system type 'Trainer'. This is managed in PGM->Clubs->Employee Position.  If the employee is not correctly configured, they will not appear in the drop down menus when selecting employee/trainer within those modules.

• Department - indicates which department the employee belongs to. This does not have any functional effect, only for information purposes.

You can add your departments in Clubs -> Employees -> Departments

• No login - check if your employee does not require the access to the system. 
• Login - login name the employee will use to access the PGM system. 
• Generate password - check if you want to generate the password automatically. The email will be sent automatically to the employee, and the password reset link will remain active for six hours.

Here, the Automation rule should be additionally configured, if you want to have the automatic welcome emails to be sent. For more information, contact the Perfect Gym Support Team.

• Password - set the password manually and pass it to your employee. 
• User - you can match an employee account with a member account already created in the system. If you leave it empty, the member account for that employee will be created automatically upon their first login to POSweb.

Mind that matching employee accounts with member accounts works automatically for POSweb users ONLY! If you would like to match the accounts of employees not using POSweb as in the case of, for example a Personal Trainer or Instructor, assign the previously created member profile number in the User field. 

• Picture - maximum resolution is 300x300 pixels. If the resolution exceeds this specification, the images will be automatically cropped. 
• Signature - you can insert a jpg file. It will be used in electronic agreement forms signed in the club by this employee.

For more information, contact the Perfect Gym Support Team. 

4. Click on the Add button.

Tab: Work time (optional)

This tab is used to manage an employee's work schedule, availability, and planned hours.

The Work time tab is hidden when creating a new employee. You must save the new employee first, then Edit their profile to access and configure their work schedule.

• Important Logic: This tab is not visible when you are creating a new employee. You must first Add the new employee (saving their Basic data), then Edit their profile to access and configure their Work time.

• Work Schedule: Calendar interface for defining an employee's standard working hours for each day of the week.

  • Example: Setting 9:00 AM - 5:00 PM on Monday-Friday for a front-desk employee.

• Time Off / Availability: Tools to block off specific dates or times for holidays, appointments, or other "out of office" events.

  • Example: Blocking off July 4th as a holiday.

Tab: Additional data (optional)

This tab is for assigning capturing custom information defined by your organization.  If this setting is not visible on your site, please contact support.

• Custom Attributes: A dynamic list of custom fields created by your organization to store extra employee data.

  • Example: 

    • Field: T-Shirt Size Value: Large 

    • Field: Certification Number Value: ACE-123456

Hints

• If you wish to deactivate an already created employee account, select this account, edit it and untick the Active field. 
• If you miss a required field (like Name or Login) when adding or editing, an error message will appear, and the profile will not save until the field is corrected.

• For new employees, it is recommended to use the Generate password feature. For existing employees, the password fields are hidden but can be changed by checking the "Change Password" box (if visible).

• Deleting an employee using the Delete without assignment option will also remove all their future classes and appointments from the schedule. This action cannot be undone.

Use Case Examples

1. Adding a New Trainer

   • Goal: Add a new personal trainer to the system.

   • Steps: Click New employee. Fill in Name, Last name, and Login. Select Position as "Trainer" and System role as "Trainer". Assign them to the "Main Gym" in the Assign clubs field. Check Generate password. Click Add.

2. Updating an Employee's System Role

   • Goal: Promote a "Front Desk" employee to a "Shift Manager" role.

   • Steps: Search for the employee by name. Click the Edit icon. In the Basic data tab, change the System role dropdown from "Front Desk" to "Shift Manager". Click Save.

3. Deactivating a Seasonal Employee

   • Goal: Temporarily deactivate an employee's account at the end of their season without deleting them.

   • Steps: Search for the employee. Click the Edit icon. In the Basic data tab, uncheck the Active box. Click Save. The employee can no longer log in, but their profile remains for future reactivation.

4. Deleting an Employee with No Future Tasks

   • Goal: Remove a former employee who has no scheduled classes.

   • Steps: Search for the employee. Click the Delete icon. The system checks, finds no future tasks, and deletes the employee record immediately.

5. Replacing a Trainer Who is Leaving

   • Goal: Delete a trainer who is leaving and transfer all their upcoming personal training sessions to a new trainer.

   • Steps: Search for the departing trainer. Click the Delete icon. The task reassignment window appears. Select the replacement trainer's name from the dropdown list. Click Assign new employee. The old trainer is deleted, and all their future appointments are now assigned to the new trainer.