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Staff Management
Staff Management Software for Instructors and Coaches
Handle scheduling, payroll tracking, and performance management for instructors and administrative staff in one place.
yourbrand.com/staff/approvals
Approvals
Awaiting your approval · 5
Search families, classes…
Ms. Rivera · Timesheet · Mar 1–15
38.5 hrs · $808.50
Coach Daniel · Shift swap · Sat 10:00
With Ms. Chen
Mr. Okafor · Expense · Robotics kits
$214.60 · 2 receipts
Ms. Chen · Time off · Mar 24–26
3 days PTO
Coach Daniel · Timesheet · Mar 1–15
22 hrs · $440.00
Hours this pay period
312.5
From check-ins and timesheets
On today
Ms. Rivera · 3:00–7:00
Mr. Okafor · 3:30–6:30
Coach Daniel · 4:00–8:00
Powerful Features
Key Capabilities
Everything you need to make the most of Staff Management.
Staff records
- Staff profiles with credentials and certification tracking
- Public instructor bios and intro videos
- Add staff with or without a login, or invite them by email
- Role-based access control
Scheduling and time tracking
- Availability and scheduling
- Clock in and out, timesheets and attendance
- Time-off (PTO) calendar
- Shift cover and swap requests
Payroll and expenses
- Wages calculated from check-ins, timesheets or fixed hours
- Payroll integration
- Expense reimbursement with receipt uploads
- One approvals inbox for timesheets, expenses, time off and shifts
Performance and development
- Performance reviews, feedback and star ratings
- Professional development tracking
- Internal communication tools and staff training articles
What's inside
A closer look at Staff Management
One approvals inbox
Timesheets, expenses, time off, shift cover and shift trades in one inbox, with an approver for each staff member and bulk approve or reject.
- Assign each staff member's approver right in the Setup grid, with no extra dialog
- Requests are filtered by status and open on Waiting for Approval by default
- Open a request for full detail, including a submitted timesheet's weekly grid
- Email alerts for timesheets, expenses, time off, trades and covers are set once for the company
Wages from real hours
Calculate wages from check-in and check-out, timesheets or fixed hours, with total hours and total wage for each staff member.
- Each wage item has a wage type, an effective date and either a rate or fixed hours
- Timesheets take a plain number of hours or exact clock times for each day
- A status badge tracks each week, and a summary breaks hours down by date
- Wage Details opens a per-person breakdown of timesheets and expenses
Instructor profiles families see
Each instructor can have a public bio and an intro video, plus student feedback threads with star ratings.
- Staff Intro is a rich-text bio shown on the staff member's public profile
- Upload, replace or remove one profile video and preview it in the built-in player
- Center and student ratings each use a 1 to 5 star scale
- Skills list years of experience and a rating out of 10, with certificates stored alongside
Add staff your way
Create staff with a role, department and location, invite them to set their own password, or keep a record without a login and send portal access later.
- Add User creates a full account; Invite User emails a role so they set their own password
- Manage staff roles and locations with the gear icons right inside the form
- Instructors get a PIN that admins can regenerate with Update Pin
- Staff Info and Admin > Users edit the same underlying account from two views
Expenses with receipts
Staff add expenses with amounts, dates and receipt attachments, then submit them for approval.
- Each expense records a title, who it's for, an amount, a date and a rich-text description
- Attach receipts with the + icon in the expense grid's Attachments column
- Select several expenses and send them together with Submit Selected
- Expenses are approved or rejected in the shared Approvals inbox
Benefits for Your Institution
1
Reduce scheduling conflicts
2
Streamline payroll processing
3
Track instructor certifications
4
Improve staff communication
Works Great Together
Related Features
Explore other features that work great with Staff Management.
Staff Management in depth
Staff Scheduling & Time Clock
Build shifts on a weekly or monthly calendar, publish them when they are ready, and let instructors ask for cover or trade shifts. Staff clock in on the same kiosk students use, and their hours feed wage totals.
Staff Permissions & 2FA
Decide what admins, executives, coordinators and instructors can see and do, page by page and button by button. Require a second login step for any role, and keep franchise roles separate from head office.
Staff Management: FAQs
Common questions about Calimatic Staff Management.
Learn More About Staff Management
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