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. It is also what online booking reads: the Portal only offers appointment times inside a teacher's weekly hours, minus the time off you add on the same Availability tab. Enable Portal Access under Portal Access invites a teacher to their own Portal, where they sign in with an emailed code instead of a password.

Adding a new teacher

Only first and last name are required, so you can save a teacher quickly and fill in the rest later. Pick a contract type now if you already know it, or use Create new to add one without leaving the form. Anything you type in Notes is internal and never shown to the teacher. SSN and bank details are sensitive, so fill them in only if your school handles payroll here.

Inside a teacher record

The three cards at the top set how the scheduler treats this teacher: Active for regular classes and cover, Substitutions Only for cover only, or Inactive to hide them from scheduling without deleting their history. Under Portal Access, Enable Portal Access emails the teacher an invite to sign in with a code, no password needed; Resend invite appears while they show Invited, and View Portal as lets an Admin see their Portal. Remember to click Save Changes after editing any field.

The record is organised into tabs: Courses & Pay, Availability 6, Bio & Resume, Legal Documents. Each one is scoped to this record, so what you see is only this record's data.

Courses & Pay

Add each course this teacher can teach, with the pay grade that applies to it. This only says they are qualified; it does not put them on a class. The lower list covers substitution, and the pay grade you set there is what they earn when covering, so check it matches what you have agreed with them.

Availability 6

Add one row per day and time window when this teacher can work. Tick Substitution for slots where they are only free to cover other teachers, and use the note for limits such as "only mornings". These weekly hours are also the only times the Portal offers for this teacher's appointments, so keep them current. Below them, Time off holds days or hours away, as whole days or a window on a day, and the Portal never offers a time inside them.

Bio & Resume

The resume you upload is internal and stays with your staff. The biography is marked Portal, so write it for families and students, since it can be shown to them. Click Save Changes before switching tabs.

Legal Documents

Here you can see each legal document sent to this teacher, its version and whether it is still waiting for a signature. A document marked Sent has not been signed yet, so follow up before the teacher starts working with students.

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

Fill in the name, email and at least one location. The first location you tick becomes the person's primary work location, so tick their main site first. Leave Grant system access on only for people who need to log in, and pick the lowest role that covers their work. For a cleaner or guard who only punches in and out, untick it and no login is created.

Inside an employee record

Use the status cards at the top to switch access on or off: Invited means the email went out but the person has not accepted yet, and Inactive blocks their login without deleting their history. When someone leaves, set a Termination date and mark them Inactive rather than pressing Delete, so their punches and absences stay on record. The Schedule, Absences and Time clock tabs hold their weekly hours, time off and punches. Remember to press Save Changes after editing the profile.

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. Once you finalize a period, each teacher finds their payslip under Pay slips in the teacher Portal, with a PDF to download; reopening the period takes it back out until you finalize again.

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

Give the grade a name your staff will recognise in a list, such as Senior or Beginner piano, then pick the pay mode that matches how this teacher is actually paid. The amount label changes with the mode, so check it reads per lesson, per hour or per month before you type a figure. Use Applies to when a rate only covers certain courses, for example a higher rate for private lessons. Description shows in the teacher's portal, but Notes stays internal, so put anything sensitive in Notes.

Inside a teacher pay grade record

Open a grade here to raise a rate, switch the pay mode or narrow which courses it covers, then press Save Changes. Your edits affect the expected pay of every teacher on this grade, so if only one person should get the new rate, create a separate grade for them. Turn off Active to retire a grade you no longer offer rather than deleting it, and use Number (sorting) to control where it appears in lists. Watch for an amount of 0, which means teachers on this grade will show no expected pay.

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.