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Staff & HR

Settings › Staff & HR

Settings › Staff & HR holds your team: who works for you, in which position, and what they earn. Its tabs are Categories, Positions, Staff, Pay rates, Commission Rules, Commissions, Sailing Fees, Referrer and Attendance. Pay rates, the commission tabs, Sailing Fees and Referrer appear only when they are enabled for your club (they are by default).

Set the team up in this order: categories, then positions, then staff.

Categories

Section titled “Categories”

A category groups positions: for example Operation (guides, instructors), Management (managers), Support (admin, reception). The roster uses categories to filter who can be assigned.

  1. Open Categories and click New category.

  2. Enter the System name (lowercase letters, numbers and underscores, for example diving_instructor) and the Display name shown to users.

  3. Add a description, keep it Active and click Create category.

Categories marked System are used by the roster: they cannot be disabled or deleted.

Positions

Section titled “Positions”

  1. Open Positions and click New position (or click one of the Quick templates to fill the form).

  2. Enter the Position name (for example Dive Instructor) and choose its Category: everyone holding this position belongs to that category.

  3. Click Create position.

Staff

Section titled “Staff”

  1. Open Staff and click New staff.

  2. Identity: First name, Last name, Nickname (the name the team uses), ID or passport number and a Photo — it is shown on the guide screen in the lobby.

  3. Employment: the Employee code (built from the name if left empty), the date of birth, the Category and Position, and the Start date. For diving staff (Operation), the Certification number is required; add the Diving insurance number too.

  4. Contact and Banking (bank name and account number, used by the payroll export), then any notes. Save.

To bring in a whole team at once, click Import and load a CSV or Excel file (templates are offered). You can skip duplicates or update existing staff, matched on the employee number.

Set inactive hides someone from selection lists and attendance while keeping their history; Reactivate brings them back.

Pay rates

Section titled “Pay rates”

Pay rates (page Salary Settings) shows one line per staff member: Fixed monthly salary, Sailing fee per sea day (attendance code D), Sailing fee LOB per liveaboard day (attendance code L), and the Referrer % proposed when the person is picked as referrer on a sale or a reservation. Edit the cells you need, then Save all changes.

Commissions

Section titled “Commissions”
  • Commission Rules — the commission settings of each activity. Search an activity (or filter by activity type), fill in its lines, and click Save all changes.
  • Commissions — pick a Start date and End date and click Calculate: the commissions of the period, staff by staff and line by line. Staff in the same sharing group share their commissions; enter Days out of pool for someone who was away. Click a line to Add or Deduct an amount, with a reason. Export downloads the figures.

When a month has been archived, the page shows the frozen figures and links to the archive in Accounting › Payroll Archives.

Sailing Fees and Referrer

Section titled “Sailing Fees and Referrer”
  • Sailing Fees — the monthly recap of boat staff fees, from the D and L days in attendance and the rates in Pay rates. Choose the Month; Export CSV or Export PDF. Data warnings point to missing rates or days.
  • Referrer — commissions owed to people who referred a sale or a reservation. Choose the dates, the Date type and the Scope, then Calculate. Tick the lines to pay, enter the Paid on date and click Mark as Paid. You can adjust the commission base of a line (for example a freelance deduction) and download a statement PDF.