Navigate to Staff in the main menu.
Create staff accounts
- Click Add Staff.
- Enter your staff member's email. Vibefam automatically checks whether they already have an account — for example, if they instruct at another Vibefam studio.
- New to Vibefam — fill in the details and click Submit. They'll receive an email to set their password and log in.
- Already on Vibefam — the process is shorter, since their account already exists.
- Only Staff Display Name and Role are required. Everything else can be added later.
- Click Submit to save.
If you don't set a password, the staff member is sent a reset-password link to set their own. Staff roles and payroll can both be configured later — you don't need everything ready to create the account.
Display on booking website
Each staff member has a Display on booking website toggle in the staff list. Turn it on for instructors you want members to see when booking, and leave it off for back-office staff like admin or reception who don't teach. This controls visibility only — it doesn't affect what the staff member can access.
Set up staff roles and access rights
Roles control what each staff member can see and do in the system — so your reception team isn't editing payroll, and your trainers aren't seeing studio revenue.
How many roles you get
The number of custom roles depends on your plan:
| Plan | Custom roles |
|---|---|
| Great Value and Most Popular | Up to 3 roles |
| Professional | Up to 5 roles |
If you need more roles than your plan allows, contact our support team to talk through your options.
Creating and editing roles
- Click Actions → Manage Roles.
- You'll see your existing roles — for example Admin, Receptionist, Trainer. Open one to edit it, or create a new one.
- Give the role a unique name (up to 50 characters).
- For each area of the system, set View and Edit independently:
- View on, Edit off — the staff member can see the page but not change anything
- View on, Edit on — they can both see and make changes
- Both off — the area is hidden from them entirely
- Hover over the ⓘ icon next to any permission to see exactly what it controls.
- Click Save.
Setting View and Edit separately is what lets you build a role like reception — able to see the schedule and check members in, but not touch payroll, pricing, or integrations.
Applying changes to existing staff
Important: When you update a role, tick the option to update existing staff permissions. Otherwise your changes apply only to staff created from that point on, and everyone already on that role keeps their old permissions.
Remember to click Submit to save any changes.