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Getting Started

Manage Staff Users and Assign Permissions

Follow this step-by-step guide for creating staff accounts, assigning user permissions, and managing team access for your martial arts organization.

By Red Belt Team | Last Update: October 31, 2026

Create a Staff Member Account

  1. Visit redbeltgym.com.
  2. Sign in to your account.
  3. Click User & Controls in the left-side menu, then click Create user.User & Controls in the left-side menu and the Create user button
  4. Under Details, enter the staff member's First name, Last name, Phone and Email. All four are required. Optional: click Profile picture to upload a JPG or PNG photo.The Details section of the user editor and the Save changes button
  5. Set the staff member's access using the four tabs on the right. Access at a glance on the left sums up what's enabled.
  6. Click the save button at the top right.

Set Permissions

Module permissions

Choose what the staff member can do in each module, such as User, Contact, Product and Program. Click an action (Read, Create, Update, Delete, Import or Export) to enable or disable it, or use the All switch on a module's row. Use Select all or Clear all to change everything at once.

The Module permissions tab with the actions for each module

AI features follow the same permissions, so the AI can never do more than the staff member can.

Reports & financials

Enable View financials to let the staff member see revenue, payments and other financial figures anywhere in Red Belt Gym. Below it, choose which reports they can open.

The Reports & financials tab with View financials and the list of reports

Features & AI

Each card turns a feature on or off for the staff member:

  • AI Command Center: use AI Command Center and AI Voice Chat.
  • AI Performance Analysis: run analyses on calls and recordings they can access. Enable View all AI Performance Analyses & Scores to let them see every staff member's scores.
  • Call Transcription: transcribe recorded calls.
  • Magic Ads: create and manage Facebook ads.
  • Student Notes: manage note categories for the whole school.
The Features & AI tab with the AI Command Center, AI Performance Analysis and Student Notes cards

Features marked Transcription credits use credits when the staff member uses them.

Staff time clock

Enable Staff time clock to set the staff member's shifts and clock-in rules. See Use the Staff Time Clock.

The Staff time clock tab with the weekly shifts

Edit or Delete a Staff Member Account

  1. Click User & Controls in the left-side menu.
  2. Find the staff member. Use the search bar or the Created on, Status, AI access and Magic Ads filters to narrow the list.
  3. Click the ⋮ button at the end of the row, then choose Edit or Delete.
  4. If you're editing, make your changes, then click Save changes.
Frequently Asked Questions

Common Questions & Troubleshooting

Where do staff members clock in and out?

See our article on the staff time clock.

Why can't a staff member see revenue figures?

Enable View financials in the Reports & financials tab.

How do I create a contact?

Read our article for creating a contact.

How do I convert a contact into a member?

Read our article for assigning memberships to new students.

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