Staff Members

Staff are the workers who deliver your service - tutors, trainers, coaches, instructors. They get access to a limited staff portal where they can see their own schedule, submit availability, and view their payroll.

Add a staff member

1. Go to Team in the sidebar.
2. Click + Add Staff.
3. Fill in:
   • Name
   • Email
   • Avatar colour
   • Payroll rates (optional - see below)
4. Save.

Payroll rates

A staff member can have up to three rate types that combine:

Rate	How it's applied
Hourly rate ($)	Multiplied by total hours in the period
Session rate ($)	Paid per assigned session
Commission (%)	Percentage bonus on top of session pay

You can set any combination. Leave a rate blank to exclude it from calculations.

Example

Hourly: $40, Session: $50, Commission: 10%

For a staff member who taught 20 sessions totaling 30 hours:

• Hourly pay: 30 hours x $40 = $1,200
• Session pay: 20 sessions x $50 = $1,000
• Commission: $1,000 x 10% = $100
• Total: $2,300

See Payroll for how pay is calculated and exported.

Assigning staff to sessions

Open a session (or create one) and pick a staff member from the Assigned Staff dropdown. A session can have multiple staff.

Assignment affects:

• The staff member's view in the staff portal
• Payroll calculations for the period
• Who receives reminder emails and schedule updates

Invite staff to the portal

Staff don't need portal access to track payroll - you can add them, assign sessions, and compute payroll without ever inviting them. But if you want them to self-serve:

1. On the staff row, click Invite to Portal.
2. FoxCLM generates a temporary password and creates a user account.
3. An email is sent with the login URL and temporary password.
4. Staff log in, change their password, and see their portal.

See Staff Portal for what they'll see.

Availability submissions

With the portal enabled, staff can submit a weekly availability:

• Day of week + time slots
• Optional notes

Submissions land in the Availability Submissions tab. Review with:

• Approve - the submission is recorded; you can use it when scheduling
• Reject - add a reason; staff sees the rejection

Only one approved submission per staff per week (a new approval supersedes the old).

Event change requests

With the portal enabled, staff can request to:

• Cancel a session they're assigned to
• Reschedule a session (propose a new start/end time)

Requests appear in the Event Requests tab. You can:

• Approve and notify clients - FoxCLM emails affected clients about the change
• Approve silently - internal only, no client email
• Reject - add a reason

See Staff Portal for the staff experience.

Promoting a collaborator to staff

If you already have someone as a collaborator and want to add payroll for them:

1. Open the collaborator in the Team page.
2. Click Enable Payroll / Workspace Member.
3. Set their rates.

Now they have collaborator access (for workspace actions) plus staff payroll tracking.

Removing staff

• Revoke portal access - removes their login without deleting their record
• Delete staff - removes the staff member and severs their link to sessions

Payroll history for deleted staff is preserved (the record is retained for historical reports).

Next steps

• Staff Portal - what staff see after logging in
• Payroll - how to generate and export payroll