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Staff Logins and Who Sees What

In one line: Give each person their own login and keep money screens owner-only.

Why this matters

Most gyms start out with one login that everybody uses. The owner's password gets written on a sticky note by the front desk, or texted to whoever is covering the afternoon shift. It works right up until it doesn't.

The problem is not that your receptionist is dishonest. It is that a shared login means your receptionist can see the things you would rather keep to yourself: how much the gym took last month, who owes you money, which discounts you gave to whose cousin. That is a lot of awkward conversation waiting to happen — and it is information your staff never needed to do their job.

The second problem is what happens when someone leaves. With a shared password, one person walking out means changing the password and re-telling it to everyone else. With their own login, you remove that one person and nothing else changes.

Kazafit splits this cleanly. Staff get their own sign-in and do the day-to-day work — members, check-ins, invoices. The money and setup screens stay with you.

What you can do

  • Give each person their own sign-in instead of sharing yours. Their name shows on the screen, and you can see at a glance who has a login to your gym.
  • Choose what each person can do from two settings: Owner (full access) or Staff (limited access). Staff can run the front desk. They cannot open your accounting, billing, debts, prices, discounts, staff list or gym profile.
  • Turn staff away from money screens, not just hide them. If a staff member goes looking for an owner-only page directly, they get a plain explanation — "You don't have access to this page… Ask your gym owner if you think you should have access" — and a Back to dashboard button. Hiding the menu item is not the only thing stopping them; typing the address in directly gets them turned away too.
  • Remove someone the day they leave. The confirmation says exactly what will happen: "They will no longer be able to sign in. This cannot be undone."
  • Let people get themselves back in without calling you. The sign-in screen has Forgot password? — they enter their email, we send a 6-digit code, they set a new password.
  • Change your own password whenever you want, from Profile, using your current password plus the new one twice.
  • Let staff work in English or Swahili. Each person picks their own language on Profile, and Kazafit remembers it next time they sign in.

How to get started

  1. Sign in as the owner. Only the owner can open this screen at all.
  2. In the left-hand menu, under Owner Settings, choose All Users. The page is headed Your Staff.
  3. Press Add Staff Member.
  4. Fill in Full Name, Email and Phone Number — for example Asha Mwakyusa, asha@kazafitgym.co.tz, +255 700 000 000. The email and phone number must not already belong to someone else at your gym. If one does, the form tells you.
  5. Under Choose what they can do, pick Staff (limited access) for front-desk people. Pick Owner (full access) only for someone you genuinely want seeing the money.
  6. Press Add User. They appear in the list straight away. Their permission level shows in the list as a plain code — admin for an owner, user for staff — not the Owner / Staff wording from the form, so don't be thrown when you see user next to a new name.
  7. Get them signed in. The form never asked you for a password, and Kazafit does not email the new person anything.
  8. Have them open the sign-in screen and press Forgot password?.
  9. They enter the email you just typed. Kazafit emails a 6-digit code.
  10. They set their own password from the code. You never handle it.
  11. Afterwards, use the pencil icon (Edit Details) on any row to fix a name or change someone's level, and the red bin icon (Remove Staff Member) to take their login away. Search and Show per page are there once the list gets long.

Good to know

  • Staff can still see invoices. They need to, to take payments — so a staff login can still open a member's invoices and see what that member paid. What a staff login cannot open is your accounting, your debts list, your prices and discounts, or your gym profile. If you need a member's payment amount kept from the front desk, Kazafit cannot do that today.
  • There are only two levels you can hand out: Owner and Staff. You may see the word "Manager" in a few places around the app — in a role label here and there, or in the message a staff member gets if they open an accounting page directly. Ignore it: there is no way to give anyone that level today.
  • Removing a staff member cannot be undone, and there is no way to switch someone off temporarily. If someone is away for a month, you remove them and add them again on their return. Your own account is in this list too, and the bin icon works on it — deleting your own row signs you out at once, and if you are the only owner, nobody can reach the owner-only screens again. Check the name on the row before you confirm.
  • New logins do not get a welcome email. Kazafit sets the same standard starter password on every new account and sends nothing. Because that password is the same everywhere, the account is guessable from the moment it is created until someone changes it — so get the new person in through the Forgot password? route in the steps above, where they set their own password before anyone signs in. Don't hand out the starter password yourself.
  • The reset code expires after ten minutes, and arrives by email only — there is no SMS option for password reset. If it is late, there is a resend button.
  • A typo looks exactly like success. For safety, the screen shows the same "if that email exists, we've sent a code" message whether or not the address is registered. If nothing arrives, check the spelling on the Your Staff list first.
  • You cannot set a password for a staff member. Everyone changes only their own, on their own Profile. There is no owner override.
  • Everyone signs in again after 24 hours. A sign-in stays good for a day; after that Kazafit sends the person back to the sign-in screen with a yellow notice — "You have been signed out — Please sign in again to continue" — and they sign in again as normal.
  • A quiet front desk does not sign itself out. If someone walks away, their login stays open for the rest of the 24 hours — Kazafit does not sign out an idle screen after a few quiet minutes. Have staff press Sign Out in the menu, or lock the computer, before they leave it unattended.
  • Signing out on one computer does not sign that person out on another. If someone is signed in at the front desk and on their phone, they have to sign out on each one separately.
  • The 24 hours is fixed. There is no setting anywhere in the app to make it shorter or longer.

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