Persona: Gym admin only
Entry: After Renewals & retention — or start here on the admin learning path
Exit: Edit WhatsApp lifecycle templates, then finish with FAQ
Admin only unless noted. Employees cannot access Settings, Employees, Trainers, or Tasks.
Settings overview#
Open Settings from the sidebar. Tabs:
| Tab | Purpose |
|---|---|
| Team & access | Employees, roles, permissions |
| Gym profile | Name, address, branding |
| Session | Inactivity timeout, assume employee view |
| Notifications | WhatsApp, lifecycle templates |
| Plans & pricing | GYM and PT plans |
| AI & MCP | Agent API clients for integrations |
| Action logs | Audit trail of sensitive actions |
| Error logs | Application errors (troubleshooting) |
Team & access (Users & RBAC)#
Add an employee#
- Employees → Add.
- Enter name, phone, temporary password.
- Role: Admin or Employee.
- For Employee: toggle Edit members, Edit payments, Send WhatsApp, etc.
- Share credentials — employee should change password on first login.
Change permissions#
- Employees → select user → Edit.
- Adjust permission checkboxes.
- Save — takes effect on next page load.
Warning: Grant Edit payments only to trusted staff. Bulk WhatsApp can message many members at once.
Session#
Employee inactivity timeout#
Configure how long non-admin users stay logged in without activity (minutes). Default often 240 (4 hours) in settings UI; client enforces 120 minutes for Employee role unless your deployment merges these policies.
Assume employee view#
Toggle to preview staff sidebar (Members, Payments, Attendance only). See Getting started.
Notifications#
WhatsApp (Meta WABA)#
Fitness360 uses Meta WhatsApp Business API — not a personal WhatsApp Web session.
What staff need to know:
- If sidebar shows WhatsApp disconnected, tell an admin — manual and automated sends will fail.
- Reconnection is an admin / IT task (Meta business verification, tokens).
What admins configure:
- Enable WABA per gym in settings
- Approve message templates in Meta Business Manager where required
- Edit lifecycle templates in Fitness360 (see below)
WhatsApp lifecycle message templates#
Settings → Notifications → WhatsApp lifecycle message templates
Nine templates with placeholders. Seven run on automated daily schedule.
→ Full guide: WhatsApp lifecycle templates
Renewal day preferences#
Configure which renewal reminders align with your gym’s billing cycle (where exposed in Notifications tab).
Plans & pricing#
Plan types#
| Type | Typical use |
|---|---|
| GYM | Floor access |
| PT | Personal training |
CRUD plans#
- Settings → Plans & pricing.
- Add plan: name, duration (days), price (₹), active/inactive.
- Inactive plans do not appear for new admissions but history remains.
Note: Plan names may include internal labels like “(Default)” — these are cleaned in member-facing WhatsApp text.
Tips#
- Keep one clear monthly gym plan for front desk to avoid wrong selection.
AI & MCP#
Admin only — for gyms using AI assistants or automation tools.
- Create OAuth agent clients for Cursor, Claude, or Zapier-style integrations.
- Download MCP config for connected tools.
- Staff Agent workspace uses gym facts and approvals — does not replace admin judgment on payments.
Action logs#
When to check#
- “Who changed this payment?”
- “Who deleted a member field?”
- Compliance or dispute investigation
Open Settings → Action logs, filter by date and action type.
Error logs#
When to check#
- Repeated WhatsApp failures
- Dashboard errors after an update
- Before contacting support — screenshot recent errors
Admin only. Share error ID and timestamp with your host or developer.
Marketplace#
Settings may link to Marketplace for installing:
- Payment gateways (e.g. Razorpay)
- WhatsApp / messaging connectors
- Other extensions
Each install has its own setup wizard.
Admin Tasks inbox#
Admin only — Tasks in sidebar (not Settings tab).
| Task type | Meaning |
|---|---|
| Late payment detection | Payment recorded after membership logic flagged issue |
| Data inconsistencies | Duplicate memberships, stale overdue |
Actions: Sync, Resolve, Dismiss as appropriate.
Data repair tools#
| Tool | Location |
|---|---|
| Future membership stack cleanup | Payments → Future membership stack cleanup |
| Backdate late payments | Admin API — support use only |
| Reassign attendance date | Admin API — support use only |
Admin only. Do not use without understanding impact.