This is a one-time cleanup and setup process that ensures your schedule, roles, and permissions are correct before you start building real shifts.
When You Need This Article
Use this guide if:
You previously created staff shifts as private or hidden classes in your scheduling system
You want to move to proper Shift Management in NetGym so your front desk schedule, coverage, and communication needs can be all in one place
Step 1: Remove Shift “Classes” from Your Scheduling System
Before using Shift Management, you must remove any shift-based classes from your scheduling system.
Log into your scheduling system (Mariana Tek, Mindbody, ClubReady, etc.)
Locate any classes that were being used as staff shifts
Often named things like “Front Desk AM,” “Front Desk PM,” or similar
Delete or deactivate those classes
⚠️ Important:
These should no longer exist as classes. Shifts will now live entirely in Shift Management.
Step 2: Remove Those Classes from NetGym
Once the classes are removed upstream, clean them up in NetGym.
Go to Settings → Classes
Locate the shift-related classes you were using
Click Delete to remove them from NetGym
This prevents confusion when building schedules and reporting later.
Step 3: Update Front Desk Staff Roles
Front desk staff are often incorrectly set up as Fitness Instructors or generic Staff.
To use Shift Management properly, they need the correct role.
Option A (Recommended): Move Staff to the Front Desk Employee Role
This role includes default shift permissions.
Go to Settings → Users
Use the checkboxes on the left to bulk-select front desk staff
Choose Update Role
Select Front Desk Employee
Save
This is the fastest and safest option.
🧑🤝🧑 If you have instructors that also work front desk shifts or front desk employees that also teach classes, review this article to ensure their roles and permissions are set up correctly to view classes and shifts.
Option B: Keep the Staff Role (Advanced, if they do more ops/comms/lead related functions)
If you want to keep staff in the Staff role:
Go to Settings → Permissions
Edit the Staff role
Compare permissions against the Front Desk Employee role
Ensure shift-related permissions are enabled:
View shifts
Use shifts
Accept shift coverage (if applicable)
💡 Tip: Use the table view when editing permissions to easily match roles side by side.
Step 4: Confirm Teams Are Set Up Correctly
Make sure:
A Front Desk team exists
Shift Scheduling is enabled for that team
Staff are assigned to the correct team
If not, review:
📘 Set Up Teams, Roles, and Permissions
Step 5: Start Building Your Shift Schedule
Once cleanup and roles are complete, you’re ready to build real shifts.
Follow these training steps in order:
These steps walk you through creating reusable shifts, assigning staff, publishing schedules, and handling changes.
What Changes After This Transition
Shifts are no longer classes
Staff are scheduled through Shift Management
Coverage requests and approvals are automated
Schedules stay accurate without manual workarounds
This is the clean break from “hacks” to a system built for staffing.
Need Help?
If something doesn’t look right after transitioning:
Double-check roles and permissions
Confirm shift templates were created
Review draft vs published schedules
You can also reference:
📘 Shift Management FAQs