Non-synced users let you add staff to your integrated NetGym account before — or without — a profile in your scheduling system.

Use it to get new hires set up in NetGym while their scheduling-system profile is still in progress, or to bring in people like teacher trainees, volunteers, office staff who need NetGym but shouldn't have staff access in your booking platform.

If they're later added to your scheduling system with the same email, the two profiles merge automatically.

Non-synced users cannot be invited to sub requests until they're synced, however, they can be assigned to shifts and request shift coverage.

Non-synced users are turned off by default for integrated accounts. Please contact your CSM or reach out to Support to enable this feature for your account.

How to add a non-synced user

To add non-synced users, your role needs the Create user permission. You can manage this in Settings → Permissions.

Navigate to Settings → Users.
Click Add User.
Fill in the user's details — see the table below for what's required.
Leave Send invite email on to send their activation email right away, or turn it off to invite them later.
Click Add User.

After saving, you land on the new user's Edit User page, where you can fill in anything else on their profile. Missing or invalid fields are flagged right on the form before you can save.

Field	Required?	Notes
First Name, Last Name	Yes	—
Email	Yes	Must be unique in your account. Use the same email they'll have in your scheduling system.
Phone	No	—
Role	Yes	—
Locations	Yes	Only shows locations you manage.
Managed locations	For some roles	Appears when you choose Fitness Manager or Front Desk Manager.
Regions managed	For some roles	Appears when you choose Regional Admin.
Teams	No	—
Skills	No	Hidden if your account doesn't use skills or class subbing.
Employee ID	If your account requires it	—
Additional details	No	Collapsed section for pronouns, birthday, home club, time zone, hire date, city, state, and zip code.

NetGym never creates two users with the same email in one account. If the email you enter is already in use, the form flags it as you type and Add User stays disabled.

If you have access to the existing user, you'll see their name and role with a link to their profile — if they're outside your locations, you'll only see that the email is taken.

Add several users with Create more

Turn on Create more before clicking Add User to add a batch of people without reopening the form. After each save:

The form stays open and a green confirmation shows who was added.
Name, email, and phone clear out.
Role, locations, teams, and skills stay filled in — so adding several people with the same setup takes seconds.

Create more turns off when you close the form. With it off, NetGym takes you straight to the new user's Edit User page instead.

How to identify non-synced users

In Settings → Users, non-synced users show a Non-synced chip next to their name.

The chip appears for any role without a scheduling-system profile — including Admins and Account Owners who were never on your scheduling system's staff roster.

You can edit and save a non-synced user's profile like any other user — no scheduling-system ID required.

How to sync a non-synced user with your scheduling system

Create the staff profile in your scheduling system using the exact same email as their NetGym profile.
Wait for the next automatic sync, or navigate to Settings → Users and click Synchronize Users if your scheduling system supports manual sync.
NetGym matches the two profiles by email and merges them into one user. The Non-synced chip disappears, and they can now be invited to sub requests.

The merge only happens when the emails match exactly. A different email — even a typo — means NetGym treats them as two separate people.

How to recognize non-synced users in sub request lists

Non-synced users can't be invited to sub requests until they're synced — your scheduling system needs their profile to assign them a class. NetGym never auto-selects them, even when their locations and skills match.

Where they do appear, they're greyed out with the note "This user isn't linked to [your scheduling system] and can't be invited to sub." Greyed-out users have no action button and are skipped by Select all and Send invite to all.

Where	Web	NetGym app
Create sub request invite list	Greyed out with explanation	Greyed out
Not invited yet list on a sub request	Greyed out with explanation	Not shown
Invite more, Assign a sub, Replace instructor, Mass assign	Not shown	Not shown

Adding a non-synced user to a location doesn't invite them to that location's open sub requests, and automatic secondary-skill invitations skip them. Shifts aren't affected — non-synced users can be invited to and assigned shifts as usual.

Frequently Asked Questions

Why don't I see the Add User button?

Either non-synced users haven't been enabled for your account, or your role doesn't have the Create user permission. Contact your CSM or Support to enable the feature, and ask your Account Owner about the permission.

Do non-synced users ever have to be synced?

No — they can stay non-synced as long as you need. The only limitation is that they can't be invited to sub requests until they're synced.

What can a non-synced user do in NetGym?

Everything their role allows, except picking up class sub requests. That includes shifts, Posts, Messages, and Training.

What happens if I enter an email that's already in use?

NetGym won't create the user. The form flags the duplicate as you type and, if you have access, links you to the existing profile so you can edit it instead.

I added the user to my scheduling system, but they still show as non-synced. Why?

Check that the email in your scheduling system exactly matches their NetGym email, then wait for the next sync or click Synchronize Users. If they now appear as two separate users, reach out to Support.

Looking for information on how users sync in from your scheduling system? Click here.

How to Add Non-Synced Users to Your Integrated Account