GB Members CRMHelp Center

How to | Manage User Accounts

7 min. readlast update: 03.03.2026

You may have several different staff members who need to see different things. You may want to limit the information your coaches can see while giving other staff members full access. Or you may want to use the feature to allow your students to book their classes beforehand. 

Content

  1. User Access Types
  2. How to Log in for the first time
  3. How to Add a New User
  4. How to Edit a User
  5. How to Replicate a User
  6. How to Delete a User
  7. Creating a "Kiosk" User for Self-Check-In
  8. How to create a Member's User Account
  9. How to delete a Member's User Account

1. User Access Types:

NOTE: 

Ensure "Enabled" is checked at the top of the profile. 

Roles: 

  • Coach: Can see members, leads, attendance, and grading
  • Data admin: Allows people to change their permissions and others.
  • Kiosk: Use ONLY for iPad User login - Restricts access to only the necessary check-in features 
  • Program manager: Let people sign up students.

Teams:

  • Administrators: Do NOT use - ignore
  • Billing: Allows user to see financials
  • Default: Do NOT use - ignore
  • Scheduler: Do NOT use - ignore

Permission Suggestions Based on Position: 

School Owner

  • Coach, Data Admin, Program Manager & Billing

Program Director

  • Coach, & Program Manager

 

2. How to Log in for the first time:

  • Create your password: click on “Reset Password”
  • An email will be sent to create your password
  • Make sure you check the spam folder
  • Follow the instructions to create your password

 

3. How to Add A New User:

  1. Select 'Settings' from the Members Menu (3x3 grid icon, upper right)
  2. Select 'Users' from the left menu
  3. Select 'New User' button in the upper right corner
  4. Select “Enabled” at the top of the new profile
  5. Add in all the information with a red asterisk next to it
  • User Name: Same as email
  • Display Name: Name of Person
  • Email: Persons Work Email
  1. Select the roles and teams you would like to give your staff member
  2. Select “Create User” in the bottom right corner
Watch the video below to see the steps in action.
Please note that our software interface is continuously evolving to enhance your experience. While the content of this video is accurate in demonstrating the functionality, there may be minor differences in the user interface due to ongoing updates and improvements. We recommend using this video as a reference alongside the most recent version of our software for the most up-to-date user experience. 

 

 

4. How to Edit a User:

  1. Click on the three dots next to the user’s name, and select “Edit”
  2. Edit the information that needs to be changed
  3. If their role has changed, select the role you would like to give your staff member
  4. Once you’ve made the changes, select “Save” in the bottom right corner
Watch the video below to see the steps in action.
Please note that our software interface is continuously evolving to enhance your experience. While the content of this video is accurate in demonstrating the functionality, there may be minor differences in the user interface due to ongoing updates and improvements. We recommend using this video as a reference alongside the most recent version of our software for the most up-to-date user experience. 

 

 

5. How to Replicate a User:

  1. Click on the three dots next to the user’s name, and select “Clone”
  2. Edit the information that needs to be changed
  3. Select the role you would like to give your staff member
  4. Select “Create User” in the bottom right corner
Watch the video below to see the steps in action.
Please note that our software interface is continuously evolving to enhance your experience. While the content of this video is accurate in demonstrating the functionality, there may be minor differences in the user interface due to ongoing updates and improvements. We recommend using this video as a reference alongside the most recent version of our software for the most up-to-date user experience.

 

 

6. How to Delete a User:

  1. Select the 3 dots on the right-hand side of each option, and click on “Edit”
  2. Scroll to the bottom of the user and click “Delete User”
Watch the video below to see the steps in action.
Please note that our software interface is continuously evolving to enhance your experience. While the content of this video is accurate in demonstrating the functionality, there may be minor differences in the user interface due to ongoing updates and improvements. We recommend using this video as a reference alongside the most recent version of our software for the most up-to-date user experience.

 

7. Creating a "Kiosk" User for Self Check-In:

If you wish to set up a self-check-in system, such as an iPad kiosk at your school, create a unique user account named "Kiosk." This account will be configured to display only the check-in attendant interface, allowing students to check themselves in without accessing other system features or sensitive information.

Steps to Set Up a Kiosk User:

  1. Create a New User: Name the user "Kiosk."
  2. Configure User Profile: Assign only the "Kiosk" role to this user profile. This will restrict access to only the necessary check-in features, preventing unauthorized access to other system parts.

By following these steps, you can ensure a secure and efficient self-check-in process, minimizing the risk of unintended access or alterations to the system.

8. How to create a Member's User Account

  1. Click on the GB Member from the list on the left-hand side
  2. Click on "Create Account" above the barcode in the member profile

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Watch the video below to see the steps in action.
Please note that our software interface is continuously evolving to enhance your experience. While the content of this video is accurate in demonstrating the functionality, there may be minor differences in the user interface due to ongoing updates and improvements. We recommend using this video as a reference alongside the most recent version of our software for the most up-to-date user experience.

 

9. How to delete a Member's User Account

  1. Click on the 3x3 grid icon in the upper right-hand corner
  2. Click on "Home" from the drop-down menu
  3. Click on “Settings” in the bottom left-hand corner
  4. Click on “Users” in the left-hand menu
  5. Click on the three dots next to the user’s name, and select “Edit”
  6. Scroll to the bottom and click on “Delete User” in the bottom left corner

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Watch the video below to see the steps in action.
Please note that our software interface is continuously evolving to enhance your experience. While the content of this video is accurate in demonstrating the functionality, there may be minor differences in the user interface due to ongoing updates and improvements. We recommend using this video as a reference alongside the most recent version of our software for the most up-to-date user experience.

 

Need Assistance?

For further assistance or clarifications, please contact software@graciebarra.com or chat with us directly in GB Members. 

You can also schedule a 1-1 consultation: https://graciebarra.link/gbmembers-consultation.

For the latest updates and key discussions, visit our GB Members Group within GB Connect.

For non-software related inquiries about your GB School, reach out to support@graciebarra.com

Additional Training Resources:

While we are still building out this Help Center, you can find additional information within this user guide to help you easily navigate the software. There are also more screen-recorded videos in this Google Drive. 

Feedback and Feature Requests:

We value your feedback and suggestions. Please fill out this form if you have any feature requests or improvements. Your opinion is crucial in enhancing our services. https://graciebarra.link/crm-feature-request

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