--- title: Add, Edit, or Remove a Team Member description: add a team member --- [Skip to content](https://support.hapana.com/kb/article/802#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, Edit, or Remove a Team Member ###### Overview Need to bring on a new trainer, update an existing profile, or remove someone from your team list? CORE makes team management simple. With pre-configured **Team Access Groups**, adding new team members is quick, and editing or archiving profiles is just as easy. This guide shows how to add, edit, remove, and reactivate team members — all from one central place. 🎥 **Watch the walkthrough**: [Click here to watch on Loom](https://www.loom.com/share/2a589abdbc084e97b5a728572eb4c382) Or preview it below:     Prerequisites Before you begin: - You must have access to **Team Settings** - Recommended: Set up **Team Access Groups** in advance to streamline setup - Have the team member’s basic details ready: name, email, role, and optional bio info --- Step-by-step instructions ### Step 1: Add a new team member 1. Click your **Location Name** at the top 2. Select **Team Settings** 3. Click the **+ icon** to add a new team member 4. Under **Team Access Group**, choose the appropriate group (e.g. *Trainers and Coaches*) > Tip: Pre-configuring access groups makes this step faster and consistent 5. Fill in the following: - **Email address** - **First name & Last name** - **Phone number** - (Optional) **Employee Number** - this allows you to record a payroll-specific employee identifier against each team member. This number appears in the Employee Number column in the Team Access list and in the Payroll report. - (Optional) **Payroll ID** - (Optional) **Profile image, hobbies, Instagram handle** — these appear in the app/web when clients view their trainer - **Password** 6. Click **Save**   ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759444441191_654a7e60_image-20250606165323-129-1.png?width=670&height=443&name=1759444441191_654a7e60_image-20250606165323-129-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759444443170_8a8cfd88_image-20250606165333-130-1.png?width=670&height=443&name=1759444443170_8a8cfd88_image-20250606165333-130-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759444445420_10173cb4_Screenshot-2025-09-30-at-2-56-41PM-1.png?width=441&height=588&name=1759444445420_10173cb4_Screenshot-2025-09-30-at-2-56-41PM-1.png)   --- Step 2: Edit a team member profile 1. In the **Team Settings** list, find the team member you want to edit 2. Click the **pencil icon ✏️** 3. Update any fields as needed (email, image, bio, phone, etc.) 4. Click **Save** > ✅ Tip: This is great for updating branding info like profile pictures or bios after onboarding. ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759444447084_3b5753c1_image-20250606165409-133-1.png?width=670&height=443&name=1759444447084_3b5753c1_image-20250606165409-133-1.png)   ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759444449148_ca8b3b2d_image-20250606165417-134-1.png?width=670&height=443&name=1759444449148_ca8b3b2d_image-20250606165417-134-1.png)   --- ### Step 3: Remove or archive a team member 1. Find the team member in **Team Settings** 2. Click to open their profile 3. Select **Archive** and confirm > ⚠️ Archived team members no longer appear in the team list or schedule, but their data is saved in case they return.   ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759444451399_1fb33004_image-20250606165431-135-1.png?width=670&height=443&name=1759444451399_1fb33004_image-20250606165431-135-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759444453632_3f21c90d_image-20250606165439-136-1.png?width=670&height=443&name=1759444453632_3f21c90d_image-20250606165439-136-1.png)   --- ### Step 4: Reactivate an archived team member 1. In **Team Settings**, click the **bin icon** to **Show Archived** 2. Find the archived team member (e.g. *Fred*) 3. Click the **pencil icon ✏️** 4. Click **Activate** 5. The team member will be restored to the active list   ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759444455738_ae0a77ce_image-20250606165452-137-1.png?width=670&height=443&name=1759444455738_ae0a77ce_image-20250606165452-137-1.png)     ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759444457765_5742ff91_image-20250606165500-138-1.png?width=670&height=443&name=1759444457765_5742ff91_image-20250606165500-138-1.png) --- Expected Outcome You’ll be able to easily manage your team’s profiles, maintain accurate contact and payroll info, and personalize their public presence in the app — while archiving and restoring accounts as needed. --- FAQs **Q: Can I reuse an email address for a returning team member?** A: Yes, if the account was archived, you can reactivate it and retain the original email. **Q: Will archived members show up in class scheduling?** A: No, only active team members will appear when assigning instructors to a class. **Q: What if I forgot to assign an access group?** A: You can always edit the team member’s profile and assign the correct group later. --- Reach out to our support team via [support@hapana.com](mailto:support@hapana.com) if you need help. - [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