The Staffing module tracks employee shifts, work hours, breaks, and time off. Employees clock in and out from their schedule, and admins review, approve, and export time logs.
For a walkthrough, see Staffing Menu (Video Training).
Who can use Staffing: access is set by user role. Turn on Staffing Staff, Staffing Manager, or Staffing Audit Log in Admin → User Roles. See About Admin User Roles and Capabilities.
Set Up Staffing (Admins)
Before employees start clocking in, go to Settings → Staffing Settings, in the Front Desk section, and review each tab:
Location: turn on geolocation, set your club's address, and choose a geofence radius. Clock-ins outside the radius are flagged for review, not blocked.
Rules: PIN requirement, clock-in and clock-out grace periods (5 minutes by default), early clock-in buffer (15 minutes by default), Break Type (whether breaks are deducted from hours), and Time-Off Type (whether time off is paid by default).
Employees: set each employee's PIN and hourly rate. A warning icon shows anything that's missing.
Shift Swaps: let staff offer or trade shifts.
For details on every setting, see Settings: Staffing Settings.
For Employees
View Your Schedule
Go to Staffing → My Schedule. The calendar shows your upcoming and past shifts, each with its name, time, and status, such as scheduled, completed, or missed.
The cards at the top show:
Hours Worked: total hours from approved time logs.
On-Time %: the share of shifts you clocked in for within the grace period.
Time Off: your total approved time-off hours.
Set Your PIN
If your club requires a PIN, set a 4-digit PIN in your Profile Settings [confirm location], or ask an admin to set it. You only need it to clock in and out, not for breaks.
Clock In
In My Schedule, click today's shift.
Click Clock In.
Enter your PIN if asked, and choose your shift if it isn't already selected.
Allow location access if your browser asks.
You can clock in starting a set time before your shift, usually 15 minutes. Ask your admin for your club's setting.
Take a Break
While clocked in, open the shift and click Start Break, then confirm. When you're back, click End Break and confirm. Depending on your club's settings, break time may be deducted from your hours.
Clock Out
Click your active shift.
If you're on a break, click End Break first.
Click Clock Out and enter your PIN if asked.
You'll see your total hours for the shift.
Request Time Off
You can only request time off for shifts you're assigned to.
For one shift:
In My Schedule, click a future shift.
Click Request Time Off, add a reason, and submit.
For a date range:
Go to Staffing → Time-Off Requests and click New Request.
Choose the start and end dates, then the shifts you need off.
Choose Full or Partial. For partial, set the start and end times within the shift.
Add a reason and submit.
Approved time off shows on your schedule in purple.
Swap or Trade a Shift
If your club allows it, you can offer a shift to coworkers or propose a trade from My Schedule. See Shift Swaps and Trades for Staff.
For Admins
Create Shifts
Go to Staffing → Shifts. Create a single shift, or bulk create recurring shifts across several days. Give each shift a color so it's easy to spot on the calendar.
To change several shifts at once, check them and click Bulk Edit to update the start time, end time, status, or required employees. You can also bulk delete.
You can't create shifts that start in the past. Past shifts are archived automatically and can't be edited.
Assign Employees
Go to Staffing → Assigned Shifts, choose a shift, and assign employees. Filter by employee or status to find assignments, and use bulk assign or reassign to save time
Review Time Logs
The Time Logs screen lists every clock-in and clock-out. At the top, a live dashboard shows who's Currently Working, On Break, Completed Today, Missed Today, and on Time Off Today.
Filter by Date Range, Employee, or Flag. When you filter to one employee, the stats bar shows their Gross Pay (hourly rate × hours) and the selected Period.
Flags are set when an employee clocks in or out, using the rules in place at that moment. They're recalculated automatically if time off is approved or revoked.
Late: clocked in after the shift start plus the grace period.
Early In: clocked in before the early clock-in buffer.
Early Out: clocked out before the shift end minus the grace period.
Incomplete: clocked in but didn't clock out after the shift ended.
Outside Geofence: clocked in or out outside your club's location.
Time Off: the shift is covered by approved time off.
Missed: the shift ended with no clock-in.
Edit, Approve, or Reject a Time Log
Time logs are Approved by default. After the employee clocks out or the shift ends, you can:
Add Clock Out: add a missing clock-out time.
Edit Times: change clock-in and clock-out times. Dates can't be changed.
Edit Breaks: add, change, or delete breaks. They must fall within the clock-in and clock-out times.
Change Status: reject a time log, or re-approve one. Rejected logs don't count toward hours or stats.
Add a Time Log for a Missed Shift
On Time Logs, find the Missed shift.
Open the row's menu and select Add Time Log.
Check the employee and shift, then enter the clock-in time and, optionally, the clock-out time.
Submit once.
The shift is marked completed, and the log can be edited, approved, and counted like any other.
Export Time Logs
Choose an employee and click Export, or leave Employee blank to export everyone, sorted by employee and then date. Choose CSV, Excel, or JSON.
Exports include clock times, shift details, duration, breaks, and flags. If an employee has an hourly rate, the export adds a Gross Pay summary row.
Manage Time-Off Requests
Go to Staffing → Time-Off Requests to approve or reject requests. Each request shows whether it's Full or Partial, and whether it's Paid. You can change the paid setting when editing a request. Approved time off appears on the employee's schedule, and those shifts aren't flagged as missed.
Audit Log
Staffing → Audit Log shows every staffing action, with before-and-after values: clock-ins and clock-outs, breaks, time log edits and approvals, flag recalculations, shift changes, assignments, and time-off requests. Filter by entity type, action, date range, or user.
Troubleshooting
"PIN not set"
The employee needs a PIN. They can set it in Profile Settings, or an admin can set it in Settings → Staffing Settings → Employees.
"Invalid PIN"
The PIN doesn't match. Try again, or ask an admin to reset it.
"Cannot clock in before shift starts"
It's too early. Wait until the early clock-in window opens, usually 15 minutes before the shift.
"Outside geofence" warning
The clock-in or clock-out was recorded but flagged for review, because the device was outside the club's area. Turn on location services for accurate tracking.
"Must end break before clocking out"
Click End Break, then clock out.
"Please clock out first"
You can't request time off for a shift you're clocked into. Clock out, then submit the request.
"Time off already requested"
There's already a pending or approved request for that shift. Check Staffing → Time-Off Requests.