Staff and Time Clock

Use Staff to manage employee and instructor records, then use each staff profile or the main Time Clock page to record and review worked time.

#Before you begin

Your login group must be allowed to view Staff. Creating profiles and changing staff or time-clock records requires additional staff-management access.
Access can vary by studio configuration. A visible menu item does not guarantee that every action is available to every role.
Decide which login group the person should use before giving them credentials. Give each person their own login instead of sharing an administrator account.
A new staff record is created as an instructor by default. After the first save, review Display as Instructor, Display in Payroll, Active, and Login Group on the profile.
If hours are paid differently by work type, configure the applicable Time Clock categories and rates before entering time.

Warning: Changes to time entries can affect payroll totals and reports. Confirm the staff member, dates, times, category, and pay period before saving a correction or archiving an entry.

Important: The small Time Clock card that may appear on the dashboard currently says it is not yet implemented. Use a staff profile's Time Clock tab to add an entry and the main Time Clock page to review or correct entries.

#Find and filter staff

Open Staff.
Use Search staff or select a last-name letter to find a person.
If needed, select Filters and narrow the list by Login Group or Location.
Use Instructor flag, Payroll flag, Archived group assignments, or Show Inactive when the default list does not include the record you need.
Select the staff row or View to open the profile. Select Edit when that action is available.

Use Export CSV when you need a spreadsheet of the currently filtered staff list. Review the exported file before sharing it because it can contain contact information.

#Add a staff member

Open Staff and select Add New.
Enter First Name, Last Name, Email, and Username.
Enter Hourly Rate (optional) only when that default rate is appropriate for the new instructor.
Enter and confirm the initial password.
Leave Active selected if the person should be able to use the account now.
Select Create Instructor.
Open the new profile and review Login Group, Display as Instructor, Display in Payroll, and Active.
Complete the contact details and other fields the studio uses, then select Save.

Warning: Do not send a password through an insecure channel. Ask the staff member to change the initial password using the studio's approved handoff process.

#Understand the staff profile

Every staff record has an Overview. Other tabs appear only when the record and studio settings support them.

Tab	What it is used for	Why it may be missing
Teaching	Assigned group classes	The record is not marked as an instructor.
Calendar	Instructor schedule and availability	Instructor scheduling is not enabled for the record or studio.
Default Availability	The instructor's normal weekly availability	Instructor scheduling is not enabled.
Time Clock	Weekly entries, totals, export, and manual entry	Time Clock data or the applicable profile rules are unavailable.
Pay	Default and Time Clock hourly rates and other pay information	The record is not included in payroll or the studio does not use the applicable pay settings.
Messages	Message history associated with the staff member	The signed-in role cannot view message history.
Files	Files supplied through the configured storage integration	The file integration is not configured.

#Add a time entry from a staff profile

Open Staff and select the staff member.
Select Time Clock.
Confirm the displayed week. Use the previous-week arrow or Current Week when necessary.
Select Add Entry.
Enter Start.
Enter End, or leave it empty only when the entry is intentionally still open.
Select a Category when the studio uses categories for time or pay rates.
Add concise Notes that explain the work or correction.
Review the entry, then select Save.

The profile's weekly summary shows Total Hours, Total Entries, Week Range, and Last Entry. When staff-management access is available, Export downloads the staff member's Time Clock records as CSV.

#Review or correct entries for the studio

Open the main Time Clock page.
Find the entry by instructor, date, time, or notes.
Select Edit in the Action column.
Review Start Time, End Time, Instructor, Category, Notes, and the calculated Duration.
Make the correction and select Save changes.

To review archived entries, select Show Archived. The control changes to Show Active while the archive is displayed.

Warning: Archive removes an entry from the active Time Clock list. Use it for an entry that should no longer be included in active review; do not use it merely to hide an unexplained discrepancy. Restore returns an archived entry to active status.

#What happens next

A new staff record appears in Staff according to its active status and the current list filters.
Instructor, payroll, scheduling, messaging, and file tabs appear only when their record flags, settings, permissions, and integrations allow them.
A saved time entry appears on the staff profile for its week and on the main Time Clock page.
Completed entries contribute to the displayed duration and may be used by Time Clock and payroll reports.
Archived time entries remain available through Show Archived and can be restored.

#Confirm it worked

For a staff profile, return to Staff, locate the person, and confirm the expected role badges and active state. Open the profile and verify the intended tabs and contact details.

For a time entry, confirm all of the following:

the entry appears under the correct staff member and week;
the start and end times are correct;
the duration matches the intended hours;
the category and notes are correct; and
the main Time Clock page shows the same active or archived state.

Before payroll is finalized, compare the entry with the applicable Time Clock or payroll report.

#Troubleshooting

#Add New, Edit, or Add Entry is missing

Your login may have list access without staff-management access. Ask an administrator to review the login group and the studio's staff-write configuration. Do not work around the restriction by sharing another person's account.

#A staff tab is missing

Review whether the profile is marked Display as Instructor, Display in Payroll, and Active. Calendar, messages, and files also depend on studio settings, permissions, and integrations.

#An entry shows Open or 0.00 hours

Open the entry and check End Time. An entry without an end time remains open; an end time that is not later than the start time cannot produce the intended duration.

The studio may not have active Time Clock categories or staff-specific Time Clock rates. Review the category and payroll setup before entering hours that require a special rate.

#The dashboard Time Clock card does not let me clock in

That dashboard card is not currently a working entry control. Open Staff, choose the staff profile, and use Time Clock > Add Entry if your role is allowed to manage entries.