Help for front-desk staff
Getting started
Accepting your invitation, signing in and finding your way around the staff portal.
Access
- How to sign in to Fitnexa with a password or an email codeSign in to Fitnexa on the website or app with your email and password, or skip the password and use a one-time 6-digit code sent to your email.
- How to reset a forgotten Fitnexa password by emailForgot your Fitnexa password? Request a secure reset link by email, choose a new password of at least 10 characters and sign in again in under two minutes.
- Why Fitnexa asks you to set a new password after signing inSigned in with a temporary password from your gym or admin? Fitnexa asks you to pick your own first. Here's how to complete the Set a new password screen.
- How to switch between accounts or roles on FitnexaMember at one gym and trainer at another? Switch between your Fitnexa roles and centers from the account menu, or add a fitness center account of your own.
- How to change your Fitnexa password when you know itChange your Fitnexa password from Profile Settings, or email yourself a reset link. Changing it signs you out of every other device for extra safety.
- How to edit your Fitnexa profile, phone number and photoUpdate your name, phone, secondary email, city, bio and profile picture in Fitnexa Profile Settings. In the app you can change your photo from Profile.
- How to change the email address on your Fitnexa accountChange the primary email you sign in to Fitnexa with from Profile Settings. You'll need your current password to confirm the change.
- How to delete your Fitnexa account or some of your dataAsk Fitnexa to delete your whole account, only your data at one center, or just some of your data. Track the request and withdraw it while it's pending.
- How to suggest a feature or leave a review of FitnexaTell the Fitnexa team what you'd like changed, or rate Fitnexa with a star review. Follow your suggestion's status and edit or remove your review any time.
- How to accept a staff or trainer invitation on FitnexaOpen your invite link, sign in or create an account, add a profile photo and join your fitness center as staff or a trainer. Fixes for invite errors.
- How to check in at the kiosk with your staff QR passOpen My Check-in Pass in Fitnexa and show the live QR code at your center's kiosk to record your own attendance. Why screenshots don't work.
- How to create an invoice for a gym member, with GSTBill a membership plan or sell a product with Create Invoice: pick the member, dates, tax and coupon, and record the payment in the same step if they've paid.
- How to email, download or print a member's invoiceOpen any invoice in Fitnexa to download a PDF, print it, or email it to the member with a PDF attached. Also explains the monthly invoice email limit.
- What invoice statuses mean: Draft, Sent, Paid, Partial, Overdue, VoidWhat each Fitnexa invoice status means, how the Total Invoices, Revenue Collected, Outstanding and Overdue cards work, and how to get an invoice voided.
- How to mark a member's invoice as paid (cash, UPI, card)Member paid the full amount at the desk? Open the invoice, click Mark as paid, choose how they paid and confirm. Here's how to undo it if you made a mistake.
- How to record a part payment or instalment on an invoiceRecord what a member has paid so far, keep the balance visible as PARTIAL, and set a reminder to collect the rest. Works for EMIs and split cash/UPI payments.
- How to send a member a Face ID enrolment request with a PINSend a member a PIN so they can enrol their own face at your kiosk. Do it from Members & Staff or the member's profile, and choose how long the PIN lasts.
- How to use Fitnexa Reminders for dues, birthdays and follow-upsSee every payment to collect, member birthday and sales follow-up in one place. Pick a date, tick tasks off as done, dismiss them or reopen them later.
- How to track stock and sell supplements or merchandiseAdd products like protein, shakers and T-shirts to Fitnexa inventory, sell them with an automatic invoice, and see which items are running low.
- How to track your gym equipment, lockers and towelsKeep a register of your machines and their condition, assign lockers to members and release them, and issue towels and mark them returned.
Finding your way around
- Getting around the Fitnexa staff portal: dashboard and menuA tour of the Fitnexa staff portal: the Front Desk Today dashboard, Quick Access tiles, the sidebar, the More groups and the staff mobile app tabs.
- Why can't I see a button or page in Fitnexa? Staff permissionsPages and buttons in Fitnexa appear only if your role allows them. See which staff permissions are on by default, which aren't, and how to ask for more.