FoxCLM

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Staff Portal ​

The staff portal is a simplified view of FoxCLM designed for workers. It shows only what the staff member needs: their schedule, their availability, their change requests, and their payroll.

Accessing the portal ​

After you invite a staff member to the portal (from the Team page), they receive an email with:

  • The portal URL
  • Their email as the login
  • A temporary password

They log in, change their password, and land on the dashboard.

Staff log in at the same URL as everyone else - FoxCLM detects their role and routes them to the portal automatically. They cannot access the main workspace.

What staff see ​

Dashboard ​

Configurable widgets showing:

  • Announcements from the owner
  • Upcoming sessions (next 7 days)
  • Recent past sessions
  • Quick stats (sessions this week, pending availability approvals, etc.)

Staff can toggle widgets on and off via the dashboard menu.

My Schedule ​

A calendar view of sessions they're assigned to. Each session shows:

  • Date, start, and end time
  • Session name
  • Clients attending (respecting privacy controls)
  • Status
  • Notes (if you've allowed staff to see notes)
  • Attached files

Clicking a session opens a read-only detail panel.

My Availability ​

Staff submit weekly availability here:

  1. Pick the week.
  2. For each day, add time slots (e.g. Mon 9-12, 14-17).
  3. Optionally add notes ("prefer morning", "unavailable Thursday").
  4. Submit.

The submission goes to the owner for approval. Staff see the status (pending, approved, or rejected with reason) on this page.

Only one approved availability per staff per week. A new approval supersedes the old.

Request Changes ​

For any assigned session, staff can request:

  • Cancel - they want to drop the session
  • Reschedule - they propose a new date/time

Both require a reason. The request goes to the owner in the Event Requests tab.

Staff cannot cancel or reschedule directly - all changes need owner approval.

My Payroll ​

Staff see their payroll history with:

  • Each pay period's dates
  • Sessions that contributed
  • Hourly pay, session pay, commission breakdown
  • Total paid
  • Payment method and date (once marked paid)

They do not see other staff members' payroll.

What staff cannot see ​

  • Other staff members' schedules
  • Clients they're not assigned to
  • Invoices
  • Workflows, webhooks, or automation settings
  • Business Profile, Subscription, or Settings
  • Other users in the workspace

Staff vs. staff with the main app ​

Staff only access the portal. If they need full workspace access (e.g. they're promoted to manager), they should be converted to a collaborator with appropriate permissions. The staff role remains for payroll; the collaborator role gives workspace access.

See Collaborators to promote someone.

Handling staff-initiated changes ​

Approving availability ​

  1. Go to Team -> Availability Submissions.
  2. Review the proposed slots.
  3. Click Approve or Reject (with optional reason).

Approving event changes ​

  1. Go to Team -> Event Requests.
  2. See the session, the proposed change, and affected clients.
  3. Click:
    • Approve and notify clients - updates the session, emails clients
    • Approve silently - updates the session, no client email
    • Reject - leave the session unchanged; staff sees the rejection

Security ​

  • Staff passwords are hashed.
  • Staff sessions are JWT-based, expiring after a set period.
  • Staff cannot escalate privileges from the portal.
  • Revoke portal access from the Team page at any time.

Next steps ​

FoxCLM Documentation