Introduction
This article provides a general overview of the Employee Skills settings in the PGM system. Skills are essential if you want to allow our Employees to conduct Personal Training sessions to which an Activity Category is assigned with a specific Skill Level. Without the Skills properly assigned to the Employee, it will not be possible to assign the Employee, i.e. Personal Trainer, to a certain class.
- This article will help you to properly assign a Trainer to a certain class by setting up Employee Skills.
- This article will be helpful to PG Champion, Club Manager and Club Owner.
Before you start
- Employee Skills settings can be found in the Clubs tab. Before configuring it, you need to make sure that your role has access to this part of the system. If you cannot find the Employee Skills within the Clubs tab menu, make sure that your role has the proper system permission. Check if you miss any of the System administration -> Employees permissions.
To access the Additional roles feature, your account must specifically have the
SystemManEmployeesManageExtendedRolespermission.Note that the employee list typically displays employees with the "Trainer" position who are assigned to clubs you manage.
Ensure the specific Activity Categories and Levels have been previously configured in the system settings.
Instruction
The following settings are available within the employee modification modals:
Category: A dropdown menu used to select a specific activity type (e.g., Swimming, Yoga). This field determines which options become available in the Level field.
Level: A dropdown menu defining the employee's proficiency or authorization level for the selected Category. This field is disabled until a Category is selected.
Role: A dropdown menu found in the Additional Roles modal. It allows you to select a specific system role (e.g., Reception, Manager) to grant additional permissions to the employee beyond their primary role.
Configuration Instructions
Assigning Skills to an Employee
Navigate to the Employees page.
Locate the employee you wish to update in the list.
Click the drops (action menu) icon in the last column of the employee's row.
Select Skills from the dropdown menu.
In the "Assign skills to" modal, locate the Skills section.
If the list is empty, click the Add skill button.
In the new row, select a Category from the dropdown list.
Once the category is set, select the appropriate Level from the adjacent dropdown list.
(Optional) To remove a skill, click the remove (trash can) icon next to the specific row.
Click the Save button to confirm your changes.
Assigning Additional Roles
Navigate to the Employees page.
Locate the employee you wish to update.
Click the drops (action menu) icon in the employee's row.
Select Additional roles.
In the modal window, you will see the employee's primary role displayed in the header (e.g., "Trainer - extended functions").
Click the Add button to insert a new role row.
Select the desired Role from the dropdown list.
(Optional) To remove an extra role, click the remove icon next to the row.
Click the Save button to apply the changes.
Hints
You have to assign the proper skill category and skill level to your Employees because otherwise, while assigning the Activity category to the Personal training definitions (in the PGM ->-Classes -> Personal Training Definitions), you will not be able to assign your Employees to the given class.
Quick overview
- First, you set a certain activity category; the Category Name is: New Training Category in the PGM -> Classes -> Activity categories:
- Then, you may assign this Activity category to Personal Training definition in the PGM -> Classes -> Personal Training Definitions:
- The last step regarding the Skills is to make sure that the Personal Trainer will be able to conduct this class, so he/she has the proper skills assigned to the PT definition. Make sure you add the right skill category and level in the PGM -> Employees -> Employee Skills:
Hints
System Responses: Upon clicking Save, the modal will close, and the grid on the main page will refresh to reflect the updates.
Validation: The system checks for duplicate entries. You typically cannot add the same Category twice for a single employee.
Data Dependency: The Level field in the Skills modal is dynamic. It will only populate with options relevant to the specific Category you selected. If you change the Category, the Level must be re-selected.
Empty States: If an employee has no skills or roles assigned, the system will display a message stating "There's no skills. Try to add new one" or "There's no additional roles. Try to add new one."
Visibility: The list of employees visible to you is filtered based on the clubs you are authorized to manage.
Use Case Examples
Example 1: Certifying a Trainer for Advanced Yoga
Goal: To record that a specific trainer is qualified to teach Advanced Yoga classes.
Steps/Settings: Open the Skills modal for the trainer. Click Add skill. Select "Yoga" in the Category field. Select "Advanced" in the Level field. Click Save.
Example 2: Granting Reception Permissions to a Trainer
Goal: To allow a trainer to perform reception duties (like checking in members) during a shift cover, without changing their primary job title.
Steps/Settings: Open the Additional roles modal for the trainer. Click Add. Select "Reception" in the Role dropdown. Click Save.
Example 3: Removing an Expired Certification
Goal: To remove a swimming certification from an employee who has not renewed their license.
Steps/Settings: Open the Skills modal. Locate the row containing Category: "Swimming". Click the remove icon next to that row. Click Save.
Example 4: Correcting a Data Entry Error
Goal: A manager accidentally assigned the wrong skill level.
Steps/Settings: Open the Skills modal. Locate the incorrect entry. Change the Level dropdown to the correct value. Click Save.
Example 5: Cleaning up Permissions
Goal: An employee no longer needs temporary administrative access.
Steps/Settings: Open the Additional roles modal. Find the row containing the "Administrator" role. Click the remove icon. Click Save.