In order to have someone to assign our lessons and activities to we need to enter our instructors into RoomBoss:
Setup Instructors
Navigate → Product Setup → Product Details → Resources
Click Add to add each new instructor and enter the following details for each instructor:
- ID – Instructor ID (your internal instructor ID number – optional).
- Name – Instructor name
- Status – Is the instructor active or inactive (you cannot schedule activities for or allocate lessons to inactive instructors).
Instructor logins
Each instructor has their own log in to see their lessons and pay. To access the logins for your instructors:
Navigate → Product Setup → Instructor Log Ins
Setup Contracts
In order to calculate pay and manage instructors based on their qualifications and ability it is necessary to set these inside RoomBoss. This is done using contracts, each instructor can have multiple contracts to manage changes in pay and qualifications but these contracts can not overlap. To setup and manage contracts:
Navigate → Product Setup → Instructor Contract Management
The following can be set on an instructor contracts:
- Start Date – Optional but contracts for an instructor cannot overlap.
- End Date – Optional but contracts for an instructor cannot overlap.
- Level – Instructor’s level (entering levels here will enable you to easily see/sort instructors when allocating bookings).
- Ski Level – Instructor’s ski level (entering levels here will enable you to easily see/sort instructors when allocating bookings).
- Snowboard Level – Instructor’s snowboard level (entering levels here will enable you to easily see/sort instructors when allocating bookings).
- Telemark Level – Instructor’s telemark level (entering levels here will enable you to easily see/sort instructors when allocating bookings).
- Non Lesson – Hourly pay rate for non-lesson work done (rate you will pay your instructor for non-teaching work, driving etc).
- Lesson – Hourly pay rate for lesson work done (rate you will pay your instructor for lesson work).
- Request Lesson – Hourly pay rate for request lessons (rate you will pay your instructor for self referred lesson work).
- IPP Bonus Rate – Hourly bonus rate, optionally used to pay instructors “Individual Performance Pay” bonus per hour worked at lesson rate or request lesson rate. If a rate is set here it will be shown to instructors on their login as “potential IPP bonus” and can be included in the timesheet report.
Contracts Example
In the example below we can see the list of existing contracts at the top and at the bottom we are adding a new contract for Bart for the 2017 / 2018 winter season.
Notes:
- Contracts can be added, copied, deleted or edited on this page
- Pay will be calculated using the contract covering the day lessons or activities occur
- The timesheet report will warn user if contracts which cover each instructor for all dates where they have lessons or activities are not present
- Scheduling will use the level code and and qualifications present at the start of the period of interest
Changing an Instructor Rate of Pay
If an instructor pay rates changes you should:
- Set the end date on the existing contract to end on the day before the new pay rates.
- Copy it with
to create a new contract based on this one and set the start date on the new contract to be the day after the old contract ends and set the new rates of pay on the new contract.