Staff

Staff are the people who sign in to Swimio to run your company, such as managers and instructors. Each staff member has one role. The role decides what they can see and do. See User roles and access.

View staff

Select Module Settings, then Staff.

Column	What it shows
ID	A short ID for the staff member.
Name	Their name. Select it to sort the list.
Email	The email address they sign in with.
Role	Super Administrator, Manager or Instructor.
Status	Active or Inactive.
Action	An Edit link.

Type in Search an Employee to find someone by name. To see one role only, choose it in the All Roles box.

Add a staff member

Select Add an Employee.

Fill in the form:

Field	Required	Rules
Name	Yes	5 to 64 characters.
Email	Yes	A valid email address, up to 128 characters. No other staff member can use it.
Role	Yes	Super Administrator, Manager or Instructor. You cannot change it later.
Password	Yes	8 to 16 characters, with at least one uppercase letter, one lowercase letter, one number and one special character.
Status	Yes	Active or Inactive.
Profile Photo	No	A JPG or PNG picture, up to 500KB.

For an Instructor, an Instructor Settings section appears. Choose the Instructor Color:. Swimio uses this colour on the class cards of the instructor’s classes, so staff can spot them on the register.
Select Submit.

Result: Swimio shows Employee saved successfully and returns to the list. The staff member can now sign in with their email and password.

Edit a staff member

Select Edit on the staff member’s row.
Change the fields you need.
- The Role is shown but cannot be changed.
- Leave Password empty to keep the current password. A new password must follow the same rules as above.
Select Submit.

Result: Swimio shows Employee saved successfully and returns to the list.

Switch a staff member off

When someone leaves, do not delete them. Edit them and set Status to Inactive.

An inactive staff member cannot sign in. If they are logged in as an account holder at the time, that session ends.

Common problems

Problem	Why it happens	What to do
Swimio says the email is already taken	Another staff member uses this email.	Use a different email, or edit the existing staff member.
Password must contain at least 8 characters with one uppercase letter, one lowercase letter, one number, and one special character.	The password does not follow the rules.	Choose a password that does.
A message starts with Quota exceeded for	Your plan’s staff limit is reached.	See Getting help to ask about your plan.