Staff

Teachers

Who are your instructors?

instructors are the staff members who teach classes at your school. Each instructor can be assigned to one or more classes and has a contract type that defines their employment arrangement (full-time, part-time, freelance) and a pay grade that determines their compensation. You can also track their availability and assign substitute instructors when needed.

Everyone who teaches. A teacher record carries their availability, the courses they can take, their pay grade and their documents. Availability is what conflict detection and substitution suggestions read from, so keeping it current pays for itself.

Adding a new teacher

Inside a teacher record

The record is organised into tabs: Courses pay, Bio resume, Legal documents, Availability. Each one is scoped to this record, so what you see is only this record's data.

Courses pay

Bio resume

Legal documents

Availability

Employees

Who are your staff?

Staff are the non-teaching people who keep your school running - managers, receptionists, cleaners, security, etc. Each staff member can have a Title (freeform), a primary Location, photo, contact details, and either system access (login + role) or no access at all (e.g. a cleaner who just punches in/out). Tabs on each staff member cover their weekly schedule, vacations + absences, and time clock punches.

Staff who do not teach: front desk, admin, management. Same records and same payroll, without the teaching-specific fields.

Adding a new employee

Inside an employee record

The record is organised into tabs: Schedule, Absences, Time clock. Each one is scoped to this record, so what you see is only this record's data.

Schedule

Recurring weekly working blocks, per location. This is what the live office view reads from.

Absences

Holiday and sick leave, with the substitute where one was arranged. Uncovered upcoming absences surface as tasks.

Time clock

Punch in and out events, and the worked hours derived from them for payroll.

Payroll

Payroll exports

Two flavors. Staff Payroll: per-staff per-day totals from clock-in/out punch events (scheduled vs. worked hours, absences, open shifts) - for whatever external payroll system you actually run on, no taxes/payslips here. instructors Payroll: monthly per-class pay computed from confirmed lessons × the pay grade assigned for each (instructor, course) pair. Substitutes are paid at their own pay grade. Pre-flight blocks the run until every lesson in the period has confirmed attendance.

Runs from confirmed activity rather than from a timesheet someone fills in. Sessions that were actually taught, at the rate on that teacher's pay grade, including substitutions credited to whoever covered. Confirm activities first, then run payroll, then review before paying.

Schedule

Live office view

Real-time view of who's currently in (punched-in staff) versus who was scheduled today, grouped by Location. Toggle 'Show instructors' to overlay instructors who are currently teaching or available today. Uncovered upcoming absences surface as a callout - those are the ones that need a substitute assigned, immediately.

Who is working when, across teaching and non-teaching staff. Useful for spotting the gap where nobody is on the front desk, which the class calendar will not show you.

Teacher pay grades

What is an instructor pay grade?

A pay grade defines how much an instructor earns for their work. Each pay grade has a name (e.g., 'Senior', 'Junior') and a rate with a type: per lesson, per hour, or a fixed monthly salary. When you assign a pay grade to an instructor, the system uses it to calculate their expected compensation based on the classes they teach. You can create multiple pay grades to reflect different experience levels, specialties, or contract arrangements.

The rates that drive payroll. Define a grade once and assign teachers to it, so a rate change is one edit rather than twenty. Pay modes vary, so check that the grade matches how you actually pay: per session, per hour, per student or salaried.

Adding a new teacher pay grade

Inside a teacher pay grade record

Teacher documents

instructors documents

Freelancer contracts and any other paperwork instructors sign. Same template engine as students documents - same templates can apply if the role overlaps.

Contracts, certifications, background checks and insurance for teaching staff, with expiry dates. The expiry is the useful part, because an out-of-date background check is a problem you want to find before an inspection does.

Staff Documents

Staff documents

Employment contracts, NDAs, and other signed paperwork for non-instructor staff. Same engine as instructors documents - pick whichever templates apply per role.

The same for non-teaching staff.

Activity Log

What is the Activity Log?

The Activity Log records every action performed in your school - creating, editing, archiving, or deleting any record. It's your audit trail: see who changed what, when, and what the values were before and after. Use filters to narrow down by entity type, user, or event type. Expand any entry to see the exact fields that changed.

Who did what, and when. Every meaningful change is recorded against the user who made it. This is where you look when a price is wrong, a record vanished, or you need to show an auditor that access is controlled.