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
Manage POS	Configure POS terminals, grid layouts, and card readers
Communications	Send emails and manage notification workflows
Manage Staff	View and edit other staff profiles, pay rates, and timesheets
Operator Booking	Create bookings on behalf of customers, including phone and mail-order (MOTO) payments
View Other Users	View customer profiles and booking history in the customer dashboard

For a complete breakdown of what each permission controls and recommended role-based combinations, see the permissions reference.

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.

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.