Staff rota and time clock

The rota is where you plan who works when. Staff see their published shifts, give a shift away or take a colleague's, and clock in and out. You check the hours before payroll.

#Plan a week

1. Open Settings → Rota. The Week tab shows everyone on the team by day.
2. Click + in a person's row on a day. Set the times, the Type (Floor, Reception, Classes, PT or Other) and an optional note, then click Save. A shift that ends before it starts runs past midnight.
3. Click a shift to change or delete it.
4. Copy last week starts a week from the one before, as drafts.

New shifts are drafts, shown with a dashed border. Only the owner and managers see drafts. Times are in your business time zone. Approved time off shows as Off in the person's row.

#Publish

Click Publish when the week is ready. Each person with a new shift gets one notification listing their shifts. After that, changing or deleting a published shift tells the person straight away.

#Swaps

Staff open My shifts and click Give away on an upcoming shift. They offer it to one colleague or to anyone on the team. A colleague clicks Take under Shifts you can take.

On the Swaps tab, Approve hands the shift over and Decline keeps it where it was. Both people are told. Switch off Swaps need a manager's approval to let a shift change hands as soon as a colleague takes it.

#Clock in and out

Staff clock in and out in one of two ways:

• In the app: Clock in and Clock out on My shifts, or on Today in the trainer workspace.
• On the kiosk: click Staff clock on the Check-in page or the large screen, enter a personal PIN and click Clock in or out. Each person sets their PIN (4 to 6 digits) under My shifts. PINs are unique within your business.

A clock-in up to an hour before a shift counts towards that shift.

#Check and approve hours

The Time clock tab lists a week's clock-ins with how they were made (Kiosk, App or Added) and the shift they belong to. Forgot to clock out? marks someone still clocked in after 14 hours.

• Click an entry to fix the times or delete it. Add entry adds a missed one. A changed entry needs approving again.
• Tick entries and click Approve selected, or Approve all.
• Under Kiosk PINs, Reset clears a forgotten PIN so the person can set a new one.

Once a pay month is locked under Services → Coaches → Pay, its entries can't be changed. Reopen the month first.

#Hours report

The Hours tab shows, for each person and month, the Planned hours from published shifts, the Worked hours from clock-ins and the Approved hours. Download CSV gives the same figures for payroll.

To pay staff by the hour, add a pay rule for Each hour worked. Only approved hours count. See Manage trainers.

#Related

• Invite your team
• Your trainer workspace
• Check members in at the door