How to add a user?

Adding a user to your Xplor Gym instance enables to provide access to a personal working area for your collaborators. Besides tracing each collaborator’s actions in the application, it enables you to assign them different missions. According to their roles, users may or may not carry out actions, as they may or may not be allowed to read documents in the application.

STEP 1: GO TO THE USER TAB

During your first training session a username and a password were given to you. Consequently, you can log in with your user account.

STEP 2: OPEN A “NEW USER” FILE

Below the list of current users, please click on + ADD A USER. A window NEW USER opens.

STEP 3: FILL IN THE BLANKS IN THE “NEW USER” FILE

> User’s first name

> User’s surname

> User code – it must be composed of three letters, the user’s initials for example. It may be necessary to technically identify the user in the data base.

> Club(s) to which he or she belongs – Once the “new user” file is created, his or her session will open in the related club and he or she will have the opportunity to choose between the various clubs listed here. His or her actions in the application are limited to the associated club(s).

> His or her defined coaches – if the user has been granted access to the schedule and such access has to be limited to some coaches’ schedules, all you need to do is give the coaches’ identities, whose schedules need to be viewed by the user. He or she will only be able to see and amend the coaches’ schedules listed here.

Important

As manager of a club, if you designate your coach, you won’t be able to see all the activities carried out by your collaborators. So, it may be better sometimes that this blank remains blank.

> His or her email address – it will be necessary to connect to Xplor Gym.

> His or her password - it will also be necessary to connect to Xplor Gym.

> User status – by default the new user is tagged as active. By deactivating him or her, the user won’t be able to connect to Xplor Gym anymore. It may be necessary when a collaborator is on sick leave for example.

STEP 4: CHOOSE THE USER ROLE

To know which role gives access to which actions, please read this article.

Click on Save.

STEP 5 : THE USER APPEARS IN THE LIST

The user is in the User list. The person can then log in to Xplor Gym with his/her email address and password previously defined. In the user list, you can see all the accounts which can log in to the back office and you can filter according to the following data to find out someone easily:

• Surname
• First name
• Email address
• User role (administration, sales consultant, manager, etc)
• Status (is the user active or not?)
• Associated club (if you manage a group of clubs, you can filter by club)

Good to know

• An #ID is generated when the user is created and is visible in the user screen in the #ID colum. This #ID will be found in all invoices and credit notes generated by the user when making a sale. It avoids the sales consultant's surname and first name appearing by default. There is also a value to have them disappeared in the contract.
• When a user is linked to a closed club, they will appear in the list.