Team is where you invite staff, set their role and job details, and manage their access.
When you'd use this
- Adding a new staff member.
- Changing someone's role or removing them.
Inviting someone
- Open Team and press Add Team Member.
- Enter first/last name, email, Role, 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 role, 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 role like Divemaster or Boat crew. (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 Role to DMT (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 Role 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.
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.
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.
- The two commission fields override your centre defaults set in Settings → Commissions (commissions.md); leave one blank to use the centre default.
- Who can see these pay cards is controlled by the See staff pay permission in Roles & Permissions. By default only owners (and anyone who can edit Payroll) see pay, commission, tax and leave on a profile — switch it on for a role to let 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 role can see and do is controlled in Roles & Permissions.