Employees

Staff & Administration

What it does

The Employees module is where you create and manage every staff member — trainers, reception, managers — with their full profile, club assignments, skills, certifications, and availability. It keeps one record per person across all clubs and brands, so transfers, leave, and terminations are handled without duplicate profiles or lost history. It also feeds the calendar: who can teach which class, when they're available, and who is overloaded.

Key concepts

• Employee profile — name, contact, photo, title, assigned club(s), tier, reporting line, skills, trainer bio, eligible class concepts, and termination date.
• 360° view — one screen aggregating an employee's access rights, certifications, conducted sessions, commission totals, and current availability.
• Cross-club transfer — moving a staff member temporarily or permanently between clubs or brands while preserving all history (sessions, commissions, certifications).
• Availability window — the hours a trainer has submitted as available; scheduling outside these windows is blocked.
• Advance-submission rule — staff must submit their weekly availability X days ahead; late submissions are flagged and tracked.
• Workload (fatigue) limit — a cap on high-impact classes per week, triggering a warning or hard block when exceeded.
• Leave of absence — vacation, sick, or maternity status that blocks new bookings and prompts reassignment of existing ones.

Main tasks

Add or edit an employee

1. Open Employees and choose New employee (or open an existing one).
2. Fill in the profile: name, contact, photo, title, and reporting line.
3. Assign one or more clubs and set the tier, skills, and eligible class concepts — this controls which calendars and classes they appear in.
4. Add certifications with expiry dates, and set a termination date if known.
5. Save. The employee is now schedulable and (if eligible) granted facility access.

Manage availability and workload

1. Open the employee's availability calendar and set their weekly available hours.
2. Memvera enforces the advance-submission rule — late or missing availability is flagged for management review.
3. Watch the workload limit: if a trainer is scheduled past the weekly high-impact threshold, you get a warning or hard block.

Handle transfers, leave, and offboarding

1. To move a trainer, use Transfer and pick the target club/brand — history follows the same profile.
2. To put a trainer on leave, set the leave type and dates; new bookings are blocked for that period.
3. When a trainer goes on leave or is terminated, Memvera lists all affected future sessions so you can bulk-reassign them to a substitute or cancel with member notification.

Tips

TIP

Always transfer a staff member rather than creating a new profile at the new club — this keeps their commission, session, and certification history intact.

INFO

A termination or certification-expiry date isn't just a note: when it passes, Memvera can revoke access and alert managers about scheduled classes that need cover.

Related modules

Employee App · System Users & Roles · Calendar & Scheduling · Sales Commissions