How-toGym owners & staff
How to add your team and choose their roles
Go to Team → Add a team member, pick Trainer or Admin, and pass on the sign-in details; only the owner sees Billing.
2 min readUpdated November 3, 2026
This article shows owners and admins how to give people access to your dashboard. Each team member takes a staff seat on your plan (Starter 2, Growth 10, Pro unlimited, with the owner included). Choose Trainer for coaches who run sessions and Admin for people who help run the business.
Warning: Transfer ownership gives another person control of billing and removes your owner access. Always be sure before you confirm it.
Before you begin#
- Check Staff seats under Usage on Billing.
- Have the person's name and email.
What each role can do#
| Trainer | Admin | Owner | |
|---|---|---|---|
| Calendar, clients, messages, workouts | Yes | Yes | Yes |
| Pricing, payments, contracts, marketing | No | Yes | Yes |
| Website, team, settings | No | Yes | Yes |
| Billing (Levflex plan) | No | No | Yes |
| Their own space-rental billing | Yes, if set up | — | — |
Add a new team member#
- Go to Team.
- Under Add a team member, enter their Name and Email.
- Choose a Role: Trainer — calendar, clients, messages, workouts or Admin — everything except billing.
- Leave Password blank to generate one, or type one.
- Select Add team member.
- Copy the sign-in details with Copy sign-in details and send them privately. The password won't be shown again.
Give an existing client team access#
- Go to Team → Add an existing client.
- Choose the Client and Role.
- Select Give team access. They keep their bookings and credits.
Transfer ownership#
- Go to Team → Transfer ownership.
- Choose the New owner from your active team.
- Tick I understand I'll lose owner access, including billing.
- Select Transfer.
Common mistakes#
Sending the password in a group chat#
Share sign-in details privately. Team members can change their password from Your profile & password.
Running out of seats#
When you're at your seat limit you can't add more people. Remove someone with Remove from team or upgrade your plan.
Making everyone an admin#
Admins can change prices, refund clients and edit your website. Give trainers the Trainer role.
Every change is listed under Access history on Team.
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- How-toHow to charge trainers rent for using your spaceOpen the trainer from Team, fill in Space rental with a flat rent and/or a per-session fee, and select Set up space rental; Levflex invoices them through your Stripe account.Read
- ComparisonLevflex plans compared: Starter, Growth and ProStarter is $49/month for 100 clients and 2 staff; Growth is $129 for 500 clients, 10 staff and a custom domain; Pro is $249 for unlimited use and no Levflex branding.Read
- How-toHow to sign in to your dashboard or reset your passwordTeam members sign in at your-gym.levflex.com or use Find your gym by email at levflex.com/login; reset a password with Forgot password? and the 10-minute email code.Read
Still need help?
Ask the assistant. A person is a message away.
The assistant answers from these articles and can check refunds and credits on your Levflex plan. If it can't solve it, it hands the conversation to our team.