> ## Documentation Index
> Fetch the complete documentation index at: https://sailia-mintlify-5b02008a.mintlify.site/llms.txt
> Use this file to discover all available pages before exploring further.
# 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
Navigate to your staff dashboard and select **Create Staff Member**.
Fill in the staff member's name, email, and date of birth.
Define their default hourly or daily pay rate. This rate is used for [auto timesheet](/staff/auto-timesheets) calculations unless overridden by a booking-specific rate.
Toggle on **Auto Daily Timesheet** to have Sailia [generate timesheet entries](/staff/auto-timesheets) automatically from their scheduled bookings.
Save the staff profile. The staff member can now be assigned to activities.
## Remove a staff member
Removing a staff member archives them — it does not delete their account or historical data.
Go to **Staff** and select the **Permissions** tab.
Use **Search for users** to locate the staff member you want to archive.
Open their profile and set their availability to **Unavailable**. This archives them from the active staff list while preserving past bookings, timesheets, and reports.
Change their permission group to **Client** so they only have the same access as a public customer.
Archived staff are excluded from the [qualifications export](#staff-qualifications-export) and from staff dropdowns when scheduling new activities, but their historical records remain intact.
## Assign staff to activities
Once a staff member exists, assign them to specific [activities](/activities/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](/staff/auto-timesheets) 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](/pricing/discount-codes), [gift cards](/pricing/gift-cards), [instalment plans](/payments/instalments), and [Xero sync status](/integrations/accounting-sync) |
| **POS** | Process sales through the [point of sale](/point-of-sale/overview) |
| **Communications** | Send emails and manage [notification workflows](/integrations/workflows) |
| **Manage Staff** | View and edit other staff profiles, pay rates, and timesheets |
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](/integrations/workflows) 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](/integrations/workflow-triggers#qualification-triggers) for the full list of available merge fields.
## Staff qualifications export
Export a matrix of staff members and their qualifications to quickly audit who holds which certification and when each one expires. Use this when you need to share a qualifications overview with auditors, plan renewals, or check coverage before assigning staff to an activity.
The export includes one row per qualification and one column per active staff member. Each cell shows the status of that qualification for that staff member:
| Cell value | Meaning |
| ---------------------------------- | ------------------------------------------------------------------------ |
| A date (for example, `31/12/2026`) | The qualification is current and expires on this date |
| **Yes** | The staff member holds the qualification, and no expiry date is recorded |
| **Expired** | The qualification's expiry date has passed |
| Blank | The staff member does not hold this qualification |
When a staff member has more than one record for the same qualification, the export shows the most useful status — a specific expiry date is preferred over **Yes**, and **Yes** is preferred over **Expired** — so you always see the best qualification currently held.
Only active staff with an assigned permission group are included. Archived staff, archived families, and deleted qualifications are excluded automatically.
## Related guides
A complete guide to what each permission level controls.
Automatically generate timesheets from scheduled bookings.
Manage time-off requests and schedule coverage.
Create activities and assign staff to them.