Managing your team

Team is where you invite staff, set their access level and job title, and manage who can log in.

When you'd use this

Adding a new staff member.
Changing someone's level or removing them.

Inviting someone

Open Team and press Add Team Member.
Enter first/last name, email, Level (what they can see and do), an optional Job title (a label only), employment type and start date.
Press Send Invite: they get an email to set up their own login.

Adding someone who doesn't log in (e.g. a boat captain)

Some people you only need to name on the trip sheet, a boat captain, a freelance or stand-in guide, without giving them a dashboard login. In Add Team Member, fill in their name and pick their Level, then turn on the Won't log in toggle at the bottom (this removes the email requirement). No login invite is sent, and they still appear in the guide and boatmaster pickers on the trip sheet so you can assign them. Give them a level of Dive Pro (instructors, divemasters) or Crew (boat crew, photographers). (Email stays required for everyone else, so normal staff always get their login invite.) You can add an email later from their profile if they ever need their own access.

To list a divemaster trainee in the trip sheet's DMT picker, set their Level to Trainee (they're often a "Won't log in" placeholder too). On a boat a DMT counts toward the boat's Max DMTs limit, not a class-size cap. See trip sheet.

Can Teach, and the credentials it's worth having

The Can Teach toggle (on the Access level card) marks someone as able to teach courses or lead dives, which is what makes them appear in the dive-group and teaching pickers. You can switch it on or off at any time. It's never blocked.

For your own records, it's worth keeping a teaching staff member's paperwork on file:

Certification level and Certifying agency (Credentials card)
Instructor number (Credentials card)
Insurance provider and Insurance expiry date (Compliance card)
Last medical clearance (Compliance card)

These are all optional. If any are blank while Can Teach is on, you'll see a soft amber note under the toggle listing what's missing, and a "Teaching credentials incomplete" flag against that person on the team list, a reminder, not a block. It's up to you whether to fill them in; the toggle works either way.

Bringing in SSI levels

If your centre is connected to SSI, a Sync from SSI button sits at the top of the Team page.

Press it to bring in each linked person's SSI level and pro number. The level then shows under their name.
The first time, SSI's instructors and divemasters appear under Not matched yet. Pick who each one is on your team (we pre-pick our best guess) and press Link. You only do this once per person.
On someone's profile, the Credentials card has the same thing for one person: Link to SSI, Sync from SSI and Unlink.
SSI only shares the level and pro number. Specialties and qualifications from other agencies are still typed in by hand.
SSI details can't be edited in DiveOps. If something is wrong, fix it in SSI and sync again.

Managing an invite or member

A pending person shows an "Invite pending" / "Awaiting verification" badge: it means they haven't finished setting up their own login and profile yet (a common cause is leaving the emailed code too long, so it expires). On their profile you can Resend invite (sends a fresh 6-digit code) or Cancel invite. Staff can also request a fresh code themselves via "Send me a new code" on the login screen.
Changing a member's email: for someone who already has a dashboard login, editing the Email on their profile now also changes the address they sign in with and where their password-reset email is sent. Just update the email and press Save. (If that email is already used by another account, you'll be told and asked to pick a different one.) For a name-only person with no login, the email stays a plain contact detail.
Resetting a member's password: for someone who already has a dashboard login, their profile shows a Send password reset link next to "This team member has dashboard access". Click it and they get an email with a 6-digit code to set a new password. You never see or set their password yourself. (They can also do this themselves any time via Forgot password? on the login screen.)
Deactivating or deleting happens in the Danger zone card at the bottom of their profile: Deactivate hides them from team lists and payroll but keeps their history (reactivate any time); Delete permanently removes them and their records. It cannot be undone, so deactivate instead if they've worked for you. Both ask you to confirm.

Attaching a copy of a document

On a team member's profile, under each date in Compliance and Work Auth (insurance, first aid, oxygen provider, medical, background check, visa, work permit), press Attach a copy to add a PDF or a photo (up to 10 MB).

Once attached, you'll see Copy attached with View, Replace and Remove. View opens it in a new tab.
Only managers and owners (anyone who can edit the team) can see or change copies on the Team page. They are kept private.
Staff can attach, view, replace and remove their own copies on My Profile, under the same dates. If they work at more than one centre, one upload is kept for every centre they currently work at, and each centre's managers see it.
A manager's change on the Team page only affects their own centre. If a person's centres end up holding different copies, My Profile shows the newest and says so.
Background Check Valid Until covers a criminal record check in any country (for example a DBS check, a police conduct certificate or a police clearance). It is optional: leave it blank if the check doesn't expire.
Deleting a team member also deletes their copies.

Expiry alerts

DiveOps warns you before a team member's paperwork runs out, using the same rule on the Team page, in the bell at the top of the page and on the Overview:

Insurance, first aid, oxygen provider and background check: a warning 30 days before the date, then a red alert once it has passed.
Visa and work permit: a warning 90 days before.
Medical: a medical lasts 12 months from the Last Medical Clearance date. You get a warning 30 days before the year is up.

Only people who can open the Team page see these alerts. Press Dismiss on an alert in the bell to hide it for everyone at your centre for 24 hours. It comes back after that if it still needs doing. Updating the date on the profile removes it for good.

Their website profile

Open a team member and expand Website profile (after Languages) to set how they appear in Meet the team on your website:

Photo: upload a clear head-and-shoulders shot (PNG, JPG or WebP, up to 8 MB). It saves straight away and also shows next to their name here. Team members can add their own photo from My Profile.
Bio: a few friendly lines, up to 300 characters.
Show on website: nobody appears on your website until you switch this on (the same switch as in Build your website → Meet the team).

Pay and commission

A member's profile splits pay into four cards: Base pay (rate, pay period, currency), Commission (course and retail rates), Tax (withholding) and Leave (annual-leave allowance).
Currency defaults to your centre currency.
Pay Period is daily, monthly or yearly, or Per trip led, Per day at sea or Per trip skippered: the rate is paid for each one, counted from published trip sheets each pay period (a trip led needs at least one guest who turned up; leading and skippering on the same day is one day at sea). Any commission is paid on top. See finance-payroll.md.
Changing the rate or pay period applies to every open pay period, from its first day: payroll works the whole open period out with the new setting. The card says so when you change it. Add a bonus or deduction for any difference (for example moving someone from monthly to per day at sea on the 20th).
The Commission card has a Courses and a Fun dives and trips row, each Centre default, % of price, Per course (courses only) or Per dive, with an amount, plus their own retail rate. Their own way beats your centre defaults in Settings → Commissions (commissions.md).
Who can see these pay cards is controlled by the See staff pay permission in Access levels. By default only owners (and anyone who can edit Payroll) see pay, commission, tax and leave on a profile: a higher level or the pay permission lets them see it. Everyone always sees their own pay under My Pay, whatever this is set to.

Deductions

The Deductions card (visible to payroll editors) records ad-hoc amounts to take off this person's pay for the current open pay period: e.g. lunch, fronted kit, an advance.
Add a label, an amount, and the account to recover it against (defaults to Other Expenses).
Deductions come off net pay (after tax) and show on the payslip. A deduction that would push someone's pay below zero is blocked.

Bonuses

The Bonuses card (visible to payroll editors) records one-off amounts to add to this person's pay for the current open pay period: e.g. a continuing-education reward, a performance bonus, or tips. Tap + Continuing education to prefill that common label.
Add a label and an amount. Bonuses are added to gross and taxed like the rest of pay (the opposite of a deduction), and show as their own earnings line on the payslip.
Like deductions, a bonus can only be added or removed while the pay period is open: once a period is paid the payslip is frozen.

Pay History

Each member's profile has a Pay History section (below Payroll) listing every pay period they've been included in: period dates, status, base, commission, net pay and a PDF link to the payslip.
Net pay on Open periods is an estimate using their current withholding rate; Paid periods show the exact frozen payslip figures.
To see how a commission figure was built, press the amount on Finance → Payroll: the row expands with the per-booking breakdown (finance-payroll.md).

Tips

🔴 For security, staff create their own password from the invite: you can't set one for them.
What each level can see and do is controlled in Access levels.

roles.md, profile.md