Add a staff member

Adding a staff member is how everyone from your lead teachers to your cleaner gets onto the timetable and into a pay run. The goal of the two tabs you see first is to capture just enough to make the person real: who they are, how they are engaged, and how they are paid. Everything else can be filled in afterwards.

The single most important choice here is Employment type, because it decides the channel their pay runs down at the end of a period. If you are not sure which to pick, read Employment types explained before you save.

Once the record exists, the panel opens up into the full staff editor with tabs for rates, work types, schedule, documents, and compliance. You do not have to complete all of it at once, but a variable staff member will not produce any pay until they have at least one rate, so that is the natural next step.

How it works

From the sidebar choose Staff, then select Add staff at the top right. A panel opens on the Profile tab. Everything you need to get someone onto the timetable and into a pay run lives on the two tabs shown here, Profile and Pay; the rest of the tabs appear once the person is saved.

Enter the person's Name. Set their Employment type, which decides how the pay run routes their money later: an employee goes to payroll, a contractor is invoiced, and account credit is held against their account. You can give them a color so they are easy to spot on the timetable, and add a photo if you like. Leave In payroll ticked unless this person should be tracked for costing only.

Move to the Pay tab and choose a Pay structure. Most staff are Variable (per session), meaning they are paid for the classes and hours they actually work. Choose Salary (fixed line) for someone on a set amount each period, then enter their Salary per pay period. A salaried person's sessions are still logged for costing but pay a fixed line rather than adding up per session.

Save to create the staff member. The panel now shows the full set of tabs, including Rates, Work types, Tags & aliases, and Compliance, so you can finish setting the person up without leaving the screen.

A variable staff member needs a rate before their classes turn into pay. Open the Rates tab and add a rate for the work types they teach. See Set default and custom rates for how rates and roles work together.

When you are ready for the person to log their own hours and see their schedule, send them a portal invite from the Activity tab. See Invite staff to the portal.