It is important to be able to ensure your classes are adequately staffed. If you don’t, this can present a safety issue. To help with this, LoveAdmin has built-in rota functionality which can help you safeguard your club and reduce admin at the same time.
LoveAdmin allows you to:
- Assign coaches to classes
- In a calendar view (daily, weekly or monthly), see at a glance if classes have the correct number of coaches
- Record hourly rates, holidays, authorised absence and unauthorised absence
- Run payroll reports
When creating a class, you can assign coaches to that class along with the hourly rate of pay that they receive. This information will then be added to the calendar view in the rota.
Viewing the Rota
The default view is of the current month and will display any classes that have been assigned a time when created. The classes will be displayed in green when the correct number of coaches stated in the class settings are assigned and red if there aren’t enough. If the number of coaches required in the class settings is ‘0’, the class will be displayed in grey.
You can change the view by clicking on ‘Monthly’, ‘Weekly ‘or ‘Daily’ in the top right-hand side of the calendar.
Use the arrows on the left-hand side of the calendar to scroll by day or click on the small calendar icon to view a specific day.
Please note – where multiple classes are timetabled on the same day which can’t be displayed within the window, a ‘more…’ link will be displayed. Clicking on this link will open a single day view of all the classes.
New search+
The New search+ function allows you to filter the information shown on the rota based on the following fields: Class, Coach, Booked holidays, Absence and Authorised leave. For each field you will be able to filter the data by the following criteria: ‘Is equal to’, ‘Is not equal to’, ‘Contains’ and ‘Does not contain’. When searching on ‘Class’ and ‘Coach’ and selecting ‘Is equal to’ or ‘Is not equal to’ you will see a drop-down selection of all applicable choices. For any other value, the choice will be free text.
By using the ‘AND’ and ‘OR’ options in the ‘Select’ drop-down on the right-hand side of the page you can create multiple search parameters.
Viewing Class Information
When hovering over the class name in the calendar, the following information will be displayed:
- Class name
- Number of coaches required
- Names of coaches assigned to the class
- Size limit and number of contacts in the class, if applicable
Assigning a Coach to a Class
If a class is displayed in red, the required number of coaches have not yet been assigned. A class displayed in green already has the required number of coaches assigned to it. To assign a coach or to alter the coaches already assigned follow the steps below:
Step 1: Check the box for the class you wish to assign a coach to.
Step 2: Hover over the ‘Actions’ icon on the toolbar.
Step 3: Select ‘Assign coach’.
Step 4: You will now see a list of all available coaches (those already assigned to the class will be checked) select the coach that you want to assign to the class and click ‘Next’.
Step 5: Insert or amend the hourly rate of pay for that coach. If the coach is doing overtime, you may want to increase their rate for this class only. Next, click ‘OK’.
You will now have assigned a new coach to a class. If enough coaches have been assigned to the class it will be displayed in green.
Marking Holiday, Paid Absence and Unpaid Absence for a Coach
You can manage the holiday and absence of coaches assigned to a class within the rota. To do this, follow these simple steps:
Step 1: Using the checkbox alongside the class name, select the class(es) that you wish to mark leave for.
Step 2: Hover over ‘Actions’ and select either, ‘Book holiday dates’, ‘Mark absence’ or ‘Record paid absence’.
Step 3: Select the coach that you want to book leave for and determine the duration of it. For example, it may be that a class is two hours long but you only want to mark one hour as leave.
Please note – leave can only be marked against one coach at a time.
Step 4: Do you want to assign a new coach to the class? Selecting ‘No’ will return you to the Rota. If you select ‘Yes’, continue with the steps.
Step 5: If you have selected ‘Yes’ you will now see a list of all available coaches - those already assigned to the class will be checked and any that have leave booked will be greyed out. Here, select the coach that you want to assign to the class and click ‘Next’.
Step 6: Insert or amend the hourly rate of pay for that coach. If the coach is doing overtime, you may want to increase their rate of pay for this class. Next, click ‘OK’.
You will now have assigned a new coach to a class. If enough coaches have been assigned to the class it will be displayed in green.
Cancelling a Class
Unfortunately, there may be occasions when you need to cancel to a class. The class will continue to run on future dates, so you don’t want to delete it in the class settings. Instead, you just want to remove a particular session from the calendar and payroll reports. To do this, follow these steps:
Step 1: Select the class from the rota that you wish to cancel.
Step 2: Hover over ‘Actions’ and select ‘Cancel class’.
Step 3: Select ‘Yes’.
Once the above actions have been completed, you will have successfully cancelled a class.
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