Staff, logins and payroll

Everyone on payroll goes on the Staff screen: name, role, branch, joining date, salary, and for coaches a commission rule. Employee codes are generated. Someone who helps but is not on payroll — a partner who wants to see the books — is invited from Settings → Staff instead.

Not everyone needs a login. A groundsman is on payroll and never opens the app. A receptionist, a coach and a manager do. On their record, type their email in Create their login and pick a role; the role decides exactly which screens they see and what they may do on each.

They choose their own password from a link. If they do not read email, press Copy invite link and send it on WhatsApp. It works once, for seven days. Nobody — not the owner — sets a password for another person, and once someone has chosen theirs, no fresh set-password link can be issued over it.

The built-in roles cover the usual desk, coach and manager. Settings → Roles lets you create your own and set permissions per branch — a manager for one location who sees nothing of the other.

A commission rule is dated and belongs to one employee, optionally for one sport: a fixed amount per session, or a percentage of the batch fee. Rules are never edited, only replaced from a date, so a rate change from April cannot restate March’s payslips. Commission counts sessions delivered — registers marked — not sessions timetabled.

1. 1Wait for the month to end. Payroll refuses to run mid-month, because the last week’s sessions would be missing from every commission figure.
2. 2Staff → Run payroll builds a draft: salaries, plus commission from delivered sessions, less deductions, with the workings kept on every payslip so a coach can be shown where the figure came from.
3. 3Approve it. That is the moment the cost is booked, because the work was done that month whether or not the transfer has cleared.
4. 4Mark it paid when the money goes, by bank transfer or cash.

One run per branch per month; an approved month never changes. A salary change applies from the next run.

PF and ESI are individual facts on each employee, not a club-wide switch, and the payslip shows the employer’s contribution separately so it never reads as though the employee paid it. TDS is declared per employee, never guessed — an under-deduction is the employer’s liability.

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