02. Add Staff

In this article, we walk through how you can add your coaches and staff into the system.

• Create staff accounts
• Setup staff payrolls
• Setup staff access rights

• Navigate to Staff Tab. This is where you do anything that’s related to your staff

Create staff accounts

• Click on “Add Staff” to create the staff account
• You will be prompted to key in your staff member's email. The system automatically detects if your staff already has an account on vibefam (e.g. they are an instructor with another studio that is already on vibefam)
  • For emails without an existing user account with vibefam, fill up the relevant details and click "Submit'. Staff will receive an email to setup their passwords and prompted to login to the system

• For emails with an existing user account with vibefam, the creation process is shorter

• Note: Only Staff Display Name and Role are compulsory fields. If password is not set, a reset password link will be sent to the staff
• Staff role and payrolls can be setup later
• Click 'Submit' to save all the changes made

Setup staff payrolls

vibefam helps you to calculate staff payrolls so you don't have to manually tabulate it.

• After you have added your staff members into the dashboard, hover over the "settings" icon on the right to configure their payroll

When creating a payroll structure for your instructors, first set up a base system.

• A base system is the payroll structure that applies to all classes that are taught by the instructor
• If your instructor is paid a single rate for all sessions that they teach, you only need to setup a base system for them
  • For example, Coach Gary is paid $100 for every class that he teaches

• If you'd like to pay Coach Gary a special rate for personal training classes that he teaches, click on "Add New System" to add a new layer of variability to his payroll structure

• There are 5 different types of payroll systems that you can assign to your staff, which you can customize if you are on the "Professional" plan
  • For example, in the "Tiered Range" or "Flat with commission" systems, you can increase the staff's payroll based on the number of students that showed up for the class

• Select 'Check Payroll' to tabulate the Trainer's pay
• Download the report in CSV format if you'd like to view or distribute it

Setup staff access rights

There are 3 levels of access rights that you can assign your staff. Each access level can be fully customized to your preference.

• Under Actions, click on 'Manage Roles' to head to the access rights page

• This enables the studio to control what pages and functions their staff can view and do
• Hover over each of the roles if you'd like to understand the specific permission level that it enables

• Remember to tick the checklist if you'd like to update existing staff permissions. Else, this will only apply to future staff created, and existing staff permissions will not be updated
• Important: Remember to click the Submit button for any changes to be saved

That's it! You've successfully setup all your staff into the system. Send this onboarding guide to your staff so that they can also be onboarded into the system.

Next up, let's set up your class schedules on the system.