Add staff, permissions and photos

To add staff click Settings > Staff Management > Staff Accounts

Permissions allow staff to perform certain tasks like sell something for free, or create a subscription.

Custom Roles allow you to add or remove specific permissions for multiple staff, by creating and assigning a new custom role (ie. Front Desk Plus').

You can create and edit new custom roles and bulk assign them to staff members by heading to Settings > Staff Management > Roles.

Name your role, then choose what it can do. Consider starting from another role, to save time. This will fill out all the permissions enjoyed by that role. You can then edit them as needed. Then assign staff on the following page.

You can also just edit existing Default Roles like the Front Desk role by clicking the drop down menu to the right, then clicking Edit.

This article covers how to add pay rates for teachers teaching classes and appointments. These rates are paid on a per class basis or per appointment basis.

To set hourly pay rates -- like for a front desk role or anyone that clocks in and out, click Settings > Staff Accounts. These hourly rates can be tallied up with all other rates in the Combined Payroll Report.

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Pay rates for those that teach classes or appointments can be created in a number of ways, using base rates or percentage splits to name a couple examples. To get started, click Studio set-up > Pay rates > Add pay rate.

From the Add Pay Rate page you'll find each section contains a question mark to hover over. This will give an explanation of how the payment option works.

A base rate is the amount the instructor gets paid for teaching the class, regardless of how many customers register.

Pay per customer tacks on an additional amount for each customer that shows. (note: you can choose to use just Pay per Customer without a base rate if you prefer)

A Percentage split looks at the total revenue of the class and allows you to split it with the teacher, where the teacher receives whatever percentage you list here.

For a more in depth tour of how each section works, see the video below.

This pre-populates the teachers pay rate where ever you schedule them, regardless of what they're being scheduled for. You can always edit the payrate to something else after it pre-populates.

To set this click Studio Setup > Teachers > click the drop down menu to the right of the teacher > Edit.

While setting a universal default pay-rate for each teacher can save time with scheduling, setting default pay rates for when that teacher teaches certain classes and appointments makes scheduling a lot easier. More importantly, it ensure's you don't have to remember who gets paid which rate when you're scheduling -- after assigning a teacher to a specific class or appointment, it just auto-fills the default rate you originally chose for this scenario.

Before scheduling your classes and appointments, you can control which pay-rate will auto-populate for a teacher they are scheduled to teach:

• a class that came from a specific template

• any appointment service scheduled on a specific appointment board

• a specific service scheduled on an appointment board

Each case above will override the default rate you set. In other words, you're basically saying 'Hey Momence, plan to assign this default rate when I schedule this teacher anywhere, unless:

(Ie. When this teacher is assigned to a class created from a specific template, assign this payrate)

Click Studio set-up > click the dropdown menu to the right > click Detail.

In the Class templates default pay rates, click the dropdown menu to the right, then Edit pay rate.

To set a default rate for a teacher click Studio Setup > Teachers > edit the teacher

(Where all appointments booked for this teacher on this board's schedule will auto assign this pay rate -- unless a default pay rate for this teacher has been assigned to the specific service being performed)

To set a default rate for a specific appointment board click Appointments > Boards > click the board

Then edit the teacher's default pay rate.

To set a default rate for a specific appointment service, click Appointments > Services > click the dropdown menu to the right of the service > click Service Detail.

To run pay roll, click Pay Rates > click the Run Payroll button in the top right. This will prompt you to choose if you'd like to see the payroll report for Classes or Appointments. You'll then have a chance to set date parameters before downloading the report.

​ If you want a report that includes, classes, appointments, hourly wages and tips, use the combined payroll report, which can be found in under Analytics > Reports.

Once a teacher's default pay rate is set, it will auto-populate when you are scheduling them to a class or appointment. You'll still have the opportunity to change this in exception cases but having a default pay rate set will save you that extra step of having to choose the pay rate every time they're being scheduled.

To add/update a pay rate, click Studio > Teachers > click the dropdown menu to the right > click Edit

Admins can allow instructors (teachers) to view their payroll reports. While this isn't an official paystub, it can provide helpful payout information for those that want access to it.

Things to know before enabling:

Click Settings > Roles

Edit the Instructor/Teacher Role using the dropdown menu.

Scroll to Reports > check the box for 'Reports: Access combined payroll'.

From their instructor/teacher account, they'll click: Analytics > Reports > Combined payroll.

They'll initially see a page with totals for Payout, Classes, and Appointments. If they click their name, they'll get more detail.

That detail includes a section for payout per class, options to set date parameters, and buttons to download details or a summary.

Further down the page, they'll find sections that detail out Appointments, Clock-ins, and Tips.

If you're looking through your payroll report and notice a past class that needs a different pay rate applied, click on the class.

Click Actions > Edit this class.

Click Edit Past Class

Update the pay rate in the pop up.

You can make your teacher's eligible for subbing into certain (or all) classes from their teacher profile. Click Studio Setup > Teachers > click on the a teacher.

To the right of 'Auto-substitution eligibility', click the dropdown carrot to expand the menu.

If you see a messages stating, "You don't have any upcoming classes yet," or "No classes found" it means that all upcoming classes have been assigned to this teacher.

You can find the Manage Staff Hours page by searching 'hours' at the top of your search bar, or by clicking the following:

Once you're on this page you can edit existing time entries by clicking the dropdown menu to the right of the entry, then Edit.

To add a new entry, click 'Add time entry'.

If you're looking to remove the common, time consuming task of manually requesting substitutes, the Automatic Substitutions feature can immediately take this off your plate.

With the click of a button, it allows your teachers to immediately contact all eligible teachers by SMS, and automatically substitutes in the first teacher to respond. It also handles updating all teachers when a class has been filled. All without you having to get involved.

When a teacher requests a sub,

To activate Automatic Teacher Substitutions, in your left hand nav, click Apps & Integrations > App Store. Here's what it looks like from the teacher's perspective when they receive an SMS request.

Under My Pages they'll find Active Requests. Each unaccepted request will be listed here and can be accepted by clicking the dropdown menu to the right.

This can be found under Classes > Substitutions Requests

You can edit the Substitute reminder email sent to the teacher subbing in by clicking:

Studio Setup > Transactional Templates > searching for 'Reminder to event teacher substitutes.'

Editing this template allows you to add in special requirements subs may need to know or any extra details to help them.

Add your updated content and any variables you'll use. Then click Apply changes.

To sub in a teacher for a past class,

Click classes > schedule > Past > locate the class (using the dropdown arrow to the left if needed) > click the dropdown menu to the right of the class > click Edit this class.

Then click Edit past class.

Choose the new teacher / pay rate > click Submit

To bulk message your instructors / teachers by email or SMS, click:

Studio setup > Instructors > Contact Instructors > Choose Email or SMS.

Note SMS will only message those with numbers on file.

The inbox allows you to communicate with your customers more easily via email, sms or in-app messages -- all from one place.

You may have a certain staff role in mind that should be notified when a new message arrives from a customer.

To set this up click Home > Inbox > Settings (the gear wheel to the far right)

Then choose the roles you want to receive notifications > click Submit

...like your CRM, Class Detail pages and Membership pages.

The quickest way to do this is to give them Front Desk permissions via Settings > Roles > Manage Staff > Edit a staff's role.

However, if you'd like to alter their teacher role to have access to this messaging capability, back up to the Staff Account Roles page and edit the teacher role. (Note that this will give all teachers the same permission changes you make here).

Next, under Home, you'll find 'Inbox: View and write to all conversations'. Check this box and Save.

Teachers can now message customers from your Inbox, your CRM, Class Detail pages and Membership pages.

Tasks allow you to:

To start creating tasks for your team, click Settings > Staff Tasks

Click Add Task > Title it > Describe it > Assign it to a staff member > choose whether to send a reminder and whether to include links to a specific class or customer

You'll see the task listed after creating it.

The staff member will receive an email with the following.

When they click the link, they'll be taken to their staff tasks page, available in the bottom left of their dashboard.

Tasks allow you to delegate administrative assignments to your employees and hold them accountable. You can even assign due dates and send reminders.

However, sometimes the need arises to assign tasks to more than one person, allowing anyone who's available to make progress on the list of tasks. As tasks are marked completed by one employee, they'll then show as completed to everyone else.

To assign a task to multiple people, click Staff tasks > My tasks (if your an admin, click Settings > Staff tasks) > add a new task or click on/edit an existing one. Choose multiple people before saving.

And, to get a sense of which staff members are going above and beyond with the task completion, click Settings > Staff Tasks.

Click the blue Filters button

Toggle 'Show completed' to Yes.

When new classes are created and teacher are assigned, a notification goes out the teacher by default. If you are spinning up a new studio and are in major class creation mode, this can be a lot of notifications.

To turn this specific notification off, follow these instructions. Click Studio-setup > Transactional templates > search for 'teacher' > click 'Class new teacher notification'

Disable the template using this toggle. Apply the changes at the bottom of the page.

If you're not seeing a teacher as an option to assign them to a class, check that they have the correct roles assigned to them.

Check their current roles from Settings > Staff Accounts > Check that their 'Roles column' says Teacher. If it doesn't, edit their Edit Staff Roles like this.

A teacher training can quickly be spun up using a Course (aka a Training) or Semester (aka a Series).

Both options:

Both options are publicly visible on your schedule and so should be named in ways that make them obvious to your end users (your customers) that they are teacher trainings.

A Course (Training) allows you to schedule its days irregularly (ex. Monday, Tuesday this week, Wednesday, Friday next week). Note that you will need to schedule each individual day though.

A Semester (Series) allows you to set a weekly schedule and choose how far out it will repeat, much like a college semester. (ex. Monday at 2, Wednesday at 5, through the next 6 weeks).

So, in short if the schedule remains the same each week, go with a Semester (Series). If it changes week to week, use a Course (Training).

When removing a staff member, all past sales data from reports will remain untouched. The person's name will still show in all past classes and appointments and as well.
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Before removing a staff member, we recommend re-assigning their classes and appointments. Before removal you'll still have the option to filter by that staff member and will be able to see all their classes and appointments.

Pro tip: Use the hybrid schedule, available in the top right of your dashboard to see both Appointments and Classes, and an option to filter by staff.

​​If you've already removed the staff member, you can view the board by location and look for the appointments assigned to that staff, then re-assign accordingly.

To remove a staff member click Settings > Staff Accounts > use the drop down menu to the right of the staff member.