How Do I Assign a Coach to a Class from Class Settings?
How Do I Assign a Coach to a Class from the Rota?
How Do I Mark a Coach as Absent
How Do I Change the Hourly Rate for a Coach
How Do I Set Up a Coach Rota?
To set up a rota, you need to first tell the system what coaching requirements your classes have. This is done in the class settings.
Step 1: Go to the navigation bar found at the top of the screen and hover over ‘Payment Options’. Select ‘Classes’ from the drop-down menu.
Step 2: From the list of classes, click on ‘Edit’ alongside the class you wish to set up a rota for.
Step 3: Select ‘Yes’ alongside ‘Set timetable’.
Step 4: Set the dates, start time and end time the class will be running for in the calendar that opens and then click ‘Next’.
Step 5: When the window opens, set the number of coaches required using the dropdown menu. You will also be able to edit the individual timetable for each session and allocate coaches directly at this point should you have the information available.
Step 6a: To edit the timetable of an individual session, click on ‘Edit timetable and coach allocation’, this will open the calendar again. Make your changes and click ‘OK’ to return to the coach allocation window.
Step 6b: To allocate coaches, click on ‘Allocate coaches’. The window will open with a list of available coaches and will allow you to enter their hourly rate.
Step 7: Choose whether to save the settings for the individual session or for all sessions. Click ‘OK’ to save your changes.
Step 8: Click ‘OK’ to close the ‘set timetable’ window.
Step 9: Don’t forget to scroll down and click ‘Save and finish’ at the bottom of the class settings window for the changes to take effect.
How Do I View the Coach Rota?
Viewing the Rota
When viewing the rota, the default view will be the current month and will display any classes that have been assigned a time. 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’ on 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 scheduled 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 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 dropdown 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’ dropdown 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
How Do I Assign a Coach to a Class from the Class Settings?
You can assign a coach from within the settings of a class. To do this follow the steps below:
Step 1: Go to the navigation bar found at the top of the screen and hover over ‘Payment Options’. Select ‘Classes’ from the dropdown menu.
Step 2: From the list of classes, click on ‘Edit’ alongside the class you wish to assign a coach to.
Step 3a: If no rota has been assigned to the class Select ‘Yes’ alongside ‘Set timetable’ and continue to Step 4.
Step 3b: If a rota has been assigned to the class Select ‘Edit timetable and coach allocation’ alongside ‘Set timetable? Yes’.
Step 4: Click ‘Next’ in the window that opens to set the start time, end time and dates the class will be running.
Step 5: Set the overall number of coaches required from the dropdown menu in the window that opens. You will also be able to edit the individual time table for each session and allocate coaches directly at this point should you have the information available.
Step 6: To allocate coaches for individual session, click on ‘Allocate coaches’. The window that opens will list all available coaches and allow you to enter their hourly rate and save the settings for the individual session or for all sessions. Click ‘OK’ to save your changes.
Step 7: Click ‘OK’ to close the ‘set timetable’ window.
Step 8: Don’t forget to scroll to the bottom of the window and click ‘Save and finish’ for the changes to take effect.
How Do I Assign a Coach to a Class from the Rota?
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 and if you now have enough coaches assigned the class will be displayed in green.
How Do I Mark a Coach as Absent?
Marking holiday, paid absence and unpaid absence for a coach
You can manage the holiday and absence of coaches assigned to a class on 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 the time for and enter how much time you want to book, it may be that a class is 2hrs long but only want to mark 1hr as leave.
Step 4: Press ‘OK’.
Please note – leave can only be marked against one coach at a time.
Step 5: The system will prompt you to assign a new coach to the class as the coaching requirements are now short. ‘Do you want to assign a new coach to the class?’ by selecting ‘No’ you will return to the Rota and if you do not have enough coaches assigned to the class, it will display in red.
If you select ‘Yes’ continue with the steps.
Step 6: 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) select the coach that you want to assign to the class and click ‘Next’.
Step 7: 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 and if you now have enough coaches assigned the class will be displayed in green.
How Do I Change the Hourly Rate for a Coach?
Should you need to update the hourly rates for one or more coaches, let’s say everybody has been given a pay rise, follow these steps to complete the process without manually going through all classes and individually updating each rate:
Step 1: Hover over ‘Actions’ and select ‘Run payroll report’.
Step 2: Select the coach(es) that you want to update the hourly rates for using the checkbox to the left of their name(s).
Step 3: Hover over ‘Actions’ and select ‘Edit hourly rate by class’.
Step 4: You will now see all classes that each coach has been assigned to with their hourly rate.
Step 5a: To change the rate for individual classes edit the box on the right-hand side of the table.
Step 5b: To change multiple classes to be the same rate, select them using the checkboxes on the left, hover over ‘Actions’ and select ‘Update hourly rate’, enter the correct rate and click ‘Apply’.
Step 6: Make sure the box is checked by ‘Name’ for the changes you wish to save.
Step 7: Click on ‘Save and finish’.
Please note – changes will now be reflected in the Payroll report.
How Do I Run a Payroll Report
If you have assigned coaches to your classes when creating the class or by editing them in the rota you can use the ‘Payroll report’.
To run a payroll report for your coaches, hover over ‘Actions’ and select ‘Run payroll report’.
By default, when viewing the payroll report you will see a table of all coaches that have been assigned to classes for the current month.
To change the timeframe of the table simply edit the ‘From’ and ‘To’ calendar boxes above the table and change the dates to period required.
You can view underlying data on the table by clicking the hyperlinked figures displayed in blue in the columns or by clicking on the coaches’ name.
The following data will display when you click on:
Coach name – All classes for the coach - Class name, class start date and end date, Status (assigned, holiday, paid absence, unpaid absence), Hourly rate and Hours coached/absent if applicable.
Hours coached – All classes coached - Class name, class start date and end date, Status (assigned, holiday, paid absence, unpaid absence), Hourly rate and Hours coached.
Paid holiday – All classes with a paid holiday for the coach - Class name, class start date and end date, Status (assigned, holiday, paid absence, unpaid absence), Hourly rate and Time booked if applicable.
Unpaid absence – All classes with an unpaid absence for the coach - Class name, class start date and end date, Status (assigned, holiday, paid absence, unpaid absence), Hourly rate and Time absent if applicable.
Paid absence – All classes with Paid absence for the coach - Class name, class start date and end date, Status (assigned, holiday, paid absence, unpaid absence), Hourly rate and Time booked if applicable.
Amount payable
This column displays the calculated amount payable per coach based on the hourly rate for each coach per class. The calculation will take into account ‘Hours coached’, ‘Paid holiday’, ‘Unpaid absence’ and ‘Paid absence’ as all columns are checked by default. The rates used for the calculations will be taken from either the class settings or any manual amendments made in the rota.
If, for example, you don’t want to include ‘Unpaid absence’ in the calculation, follow these steps.
Step 1: Uncheck the box next to ‘Unpaid absence’ or uncheck in the row for individual coaches.
The amount payable column will now update to reflect any changes.
Printing the report
Simply hover over ‘Actions’ and select ‘Print’.
Exporting the report
Simply hover over ‘Actions’ and select ‘Export’. The system will then export in either excel or CSV format.
How Do I Cancel a Class
Cancelling a class
There may be occasions when you need to cancel to a class on a set day. The class will continue to run on future dates so you don’t want to delete it in the class settings, 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 want to cancel.
Step 2 Hover over actions and select ‘Cancel class’.
Step 3: Select ‘Yes’.
You will have successfully cancelled a class.
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