Staff management

Add staff members, assign them to activities, and manage pay rates and permissions.

Sailia’s staff management lets you create staff profiles, assign team members to activities, set pay rates, and control what each person can access. Staff see their upcoming shifts on their schedule, and you get structured data for payroll.

Add a staff member

1. Open the staff section

   Navigate to your staff dashboard and select Create Staff Member.

2. Enter their details

   Fill in the staff member’s name, email, and date of birth.

3. Set a pay rate

   Define their default hourly or daily pay rate. This rate is used for auto timesheet calculations unless overridden by a booking-specific rate.

4. Enable auto timesheets (optional)

   Toggle on Auto Daily Timesheet to have Sailia generate timesheet entries automatically from their scheduled bookings.

5. Save

   Save the staff profile. The staff member can now be assigned to activities.

Assign staff to activities

Once a staff member exists, assign them to specific activities. Assigned staff:

• Appear on the activity schedule
• Are included in timesheet calculations for that activity
• Receive schedule notifications (if enabled)

You can assign multiple staff to a single activity session and assign the same staff member to multiple activities.

Pay rates

Each staff member has a default pay rate that applies across all their assigned bookings. You can also set rate amendments on individual bookings to override the default rate.

Rate type	When it applies
Default rate	Used when no booking-specific rate exists
Rate amendment	Overrides the default for a specific booking — useful for overtime, special events, or different activity types

Rate amendments are resolved per booking, so a single day’s auto timesheet can include entries at different rates if the staff member works on bookings with different rate amendments.

Permissions

Control what each staff member can access in Sailia by assigning them to permission groups. Each group grants access to a specific area of the platform:

Permission group	What it grants
What’s On	View the schedule, bookings, and activity details
Financial Dashboard	Payouts, receipts, exports, discount codes, gift cards, instalment plans, and Xero sync status
POS	Process sales through the point of sale
Communications	Send emails and manage notification workflows
Manage Staff	View and edit other staff profiles, pay rates, and timesheets

Start with minimal permissions and add access as needed. You can update permissions at any time from the staff member’s profile.

Qualification expiry notifications

You can set up automated workflow communications to notify staff or admins when a qualification is about to expire. This helps you stay on top of renewals without manually checking expiry dates.

The Qualification expiry trigger fires based on a staff member’s qualification expiry date. You can configure the timing to send a reminder days or weeks before the expiry, or a follow-up after the qualification has lapsed.

See the qualification triggers reference for the full list of available merge fields.

Staff qualifications export

Export a matrix of staff members and their qualifications to quickly audit who holds which certification and when each one expires. Use this when you need to share a qualifications overview with auditors, plan renewals, or check coverage before assigning staff to an activity.

The export includes one row per qualification and one column per active staff member. Each cell shows the status of that qualification for that staff member:

Cell value	Meaning
A date (for example, 31/12/2026)	The qualification is current and expires on this date
Yes	The staff member holds the qualification, and no expiry date is recorded
Expired	The qualification’s expiry date has passed
Blank	The staff member does not hold this qualification

When a staff member has more than one record for the same qualification, the export shows the most useful status — a specific expiry date is preferred over Yes, and Yes is preferred over Expired — so you always see the best qualification currently held.

Only active staff with an assigned permission group are included. Archived staff, archived families, and deleted qualifications are excluded automatically.

Related guides

Permissions reference

A complete guide to what each permission level controls.

Auto timesheets

Automatically generate timesheets from scheduled bookings.

Staff availability

Manage time-off requests and schedule coverage.

Activities

Create activities and assign staff to them.