--- title: Add a New Team Member with Predefined or Custom Permissions description: custom permissions --- [Skip to content](https://support.hapana.com/kb/article/733#main-content) English Show submenu for translations [![email-logo.png](https://support.hapana.com/hs-fs/hubfs/hapana_2022/email_2022/footer%20logo.png?width=300&height=78&name=footer%20logo.png)](https://info.hapana.com/en?hsLang=en) Open main navigation Close main navigation - English Show submenu for translations - [Submit Ticket](https://21gxv.share.hsforms.com/2-8HozJXMSTW8kaFHC32eaw) [Submit Ticket](https://21gxv.share.hsforms.com/2-8HozJXMSTW8kaFHC32eaw) Hapana Help | Find answers here - There are no suggestions because the search field is empty. 1. [Hapana Knowledge Base](https://support.hapana.com/?hsLang=en) 2. [Member Management](https://support.hapana.com/member-management?hsLang=en) 3. [Team Settings](https://support.hapana.com/member-management?hsLang=en#team-settings) # Add a New Team Member with Predefined or Custom Permissions Adding team members in CORE is quick and flexible. You can assign them to predefined **Team Access Groups** for consistent permission levels — or customize access on the fly for unique roles. This guide covers how to add team members, handle email conflicts, assign payroll tiers, set work hours, and link instructors to specific schedule templates.   🎥 **Watch the walkthrough**: [Click here to watch on Loom](https://www.loom.com/share/4e23a13ea9cd474dbbc21a7de7864d17?sid=8b015802-4809-424e-9642-fe4a0fdfc6b9) Or preview it below:   ## Prerequisites Before you begin: - You must have access to **Team Settings** - Recommended: Preconfigure **Team Access Groups** - Know the team member’s email, role, and work hours (if applicable) --- ## Step-by-step instructions ### Step 1: Navigate to Team Settings 1. Click your **location name** in the top navigation 2. Select **Team Settings** 3. Click the **+ icon** to add a team member ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759444075734_fe407089_image-20250529162329-1-1.png?width=3082&height=1916&name=1759444075734_fe407089_image-20250529162329-1-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759444077267_c692b1a8_image-20250529162340-2-1.png?width=3082&height=1916&name=1759444077267_c692b1a8_image-20250529162340-2-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759444078843_452d72e1_image-20250529162402-3-1.png?width=3082&height=1916&name=1759444078843_452d72e1_image-20250529162402-3-1.png) --- ### Step 2: Choose access configuration You have two options: - **Use a predefined Team Access Group** (recommended for most roles) - **Custom configuration** if the role requires unique permissions > ✅ Tip: Access groups streamline onboarding and ensure consistency across team roles. ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759444080458_10649625_image-20250529162424-4-1.png?width=3082&height=1916&name=1759444080458_10649625_image-20250529162424-4-1.png) --- ### Step 3: Enter team member details 1. Choose a **Team Access Group** (e.g. *Trainer*) 2. Enter a **unique email address** - If the email is already used in CORE, append `+1` to create a unique login > Example: [johnsmith+1@gmail.com](mailto:johnsmith+1@gmail.com) 3. Fill in: - **First name & Last name** - **Phone number** (not required, but recommended) - (Optional) **Payroll Tier** — assign now or schedule for a future date - (Optional) **About**, **Hobbies**, **Instagram Handle** > These will appear on the client-facing app and booking widgets 4. Set a **temporary password** (they’ll be prompted to change it on first login) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759444082254_03590196_image-20250529162445-5-1.png?width=3082&height=1916&name=1759444082254_03590196_image-20250529162445-5-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759444084078_5a86b0e2_image-20250529162459-6-1.png?width=3082&height=1916&name=1759444084078_5a86b0e2_image-20250529162459-6-1.png) --- ### Step 4: Define work hours (if needed) 1. Toggle on/off **days of the week** the trainer is available 2. Set their **start and end times** > 📅 This limits when they can be booked for PT sessions, 1:1s, or request-based services ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759444085923_36fead59_image-20250529162532-8-1.png?width=3082&height=1916&name=1759444085923_36fead59_image-20250529162532-8-1.png) --- ### Step 5: Assign to schedule templates (if instructor) After clicking **Save**, you’ll be prompted to: - Assign the instructor to **all** schedule templates - Or select **specific templates** (e.g. *Strength Classes* only) This controls where they can be assigned on the schedule. ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759444087748_0a32c2a2_image-20250529162547-9-1.png?width=3082&height=1916&name=1759444087748_0a32c2a2_image-20250529162547-9-1.png) --- ## Expected Outcome Your team member will be added with the correct access level, visible profile info, and available for scheduling based on their assigned templates and work hours. --- ## FAQs **Q: What if the email is already in use at another location?** A: CORE will auto-fill name and phone from their existing profile. You can still use the same email. **Q: Can I adjust work hours later?** A: Yes — both admins and instructors (with permission) can update work hours at any time. **Q: What’s the benefit of using access groups?** A: They save time, ensure consistent permissions, and reduce setup errors. --- **Still need help?** Reach out to our support team via [support@hapana.co](mailto:support@hapana.com)m - [Member Management](https://support.hapana.com/member-management?hsLang=en#main-content) - [Account Settings](https://support.hapana.com/member-management?hsLang=en#account-settings) - [Client Accounts](https://support.hapana.com/member-management?hsLang=en#client-accounts) - [Edit Profile](https://support.hapana.com/member-management?hsLang=en#edit-profile) - [Retail Configurations](https://support.hapana.com/member-management?hsLang=en#retail-configurations) - [Other](https://support.hapana.com/member-management?hsLang=en#other) - [Schedule](https://support.hapana.com/member-management?hsLang=en#schedule) - [Client Page](https://support.hapana.com/member-management?hsLang=en#client-page) - [General](https://support.hapana.com/member-management?hsLang=en#general) - [Reporting](https://support.hapana.com/member-management?hsLang=en#reporting) - [Retail Dashboard](https://support.hapana.com/member-management?hsLang=en#retail-dashboard) - [Team Settings](https://support.hapana.com/member-management?hsLang=en#team-settings) - [Hapana Member Access Control (MAC) Doors](https://support.hapana.com/member-management?hsLang=en#hapana-member-access-control-mac-doors) - [Cash Drawer](https://support.hapana.com/member-management?hsLang=en#cash-drawer) - [Marketing Solutions](https://support.hapana.com/marketing-solutions?hsLang=en#main-content) - [App](https://support.hapana.com/marketing-solutions?hsLang=en#app) - [Contacts](https://support.hapana.com/marketing-solutions?hsLang=en#contacts) - [Marketing](https://support.hapana.com/marketing-solutions?hsLang=en#marketing) - [Conversations](https://support.hapana.com/marketing-solutions?hsLang=en#conversations) - [Settings](https://support.hapana.com/marketing-solutions?hsLang=en#settings) - [Automations](https://support.hapana.com/marketing-solutions?hsLang=en#automations) - [Branded Solutions](https://support.hapana.com/branded-solutions?hsLang=en#main-content) - [Branded App](https://support.hapana.com/branded-solutions?hsLang=en#branded-app) - [Branded Kiosk](https://support.hapana.com/branded-solutions?hsLang=en#branded-kiosk) - [Hapana Hub](https://support.hapana.com/hapana-hub?hsLang=en) - [Website Embed Widgets](https://support.hapana.com/website-embed-widgets?hsLang=en) - [About us](https://hapana.com/about-us/) - [Careers](https://hapana.com/careers/) - [Contact us](https://hapana.com/contact-us/) - [Privacy policy](https://hapana.com/privacy-policy/) - [Terms & conditions](https://hapana.com/terms-and-conditions/) [![email-logo.png](https://support.hapana.com/hs-fs/hubfs/hapana_2022/email_2022/footer%20logo.png?width=300&height=78&name=footer%20logo.png "email-logo.png")](http://hapana.com?hsLang=en) Copyright © 2025, Hapana