Staff Roster

What this page is for

Staff Roster stores working hours, check-in/checkout, late grace, attendance exceptions, and staff location assignment.

Who should use it

Owner, manager, front desk lead

Where to find it

/staff/roster

Before you start

• Staff operations flow completion gate: Staff Roster, Personal Preferences, Self-Serve Links, and Audit Trail must be explained with field names, actions, source-of-truth rules, and daily operating scenarios from the current staff app.
• Roster is for staff attendance and shift accountability, not member attendance.
• Staff Roster page controls are Refresh, Attendance date, Previous, page number, Next, and Mark Status.
• Summary tiles are Plans, Configured Rosters, Present, Absent, Late check-in, Late checkout, Early checkout, Overwork, Missing checkout, and Worked hours.
• Attendance table columns are Staff name, Status, Check-in, Check-out, and Hours worked. The page uses six rows per page with Previous, Next, and numbered page buttons.
• Admin roster table columns are Staff, Employee, Default location, Current timing, Status, and Actions.
• Staff roster profile fields are Staff, Employee ID, Designation, Default location, Late grace minutes, Attendance enabled, and Notes.
• Weekly roster controls are Apply same hours days, Start, End, Break, Working day toggle, Roster start time, Roster end time, and Roster break minutes.
• Weekly roster controls are Apply same hours days, Start, End, Break minutes, Working day toggle, per-day Roster start time, per-day Roster end time, and per-day Roster break minutes.
• Mark Status dialog fields are Staff name, Location, Status, Date, Check-in time, Check-out time, From, To, and Notes. The dialog warns that the action cannot be undone.
• Attendance actions are Mark check-in, Mark check-out, and Save attendance.
• Attendance actions are Check-in, Check-out, and Leave from the live Mark Status dialog. Older references to Save attendance mean backend attendance save/update, not a separate visible web button.
• Attendance status can be Present, Absent, Week off, Leave, or Half day.
• Attendance status can be Present, Absent, Week off, Leave, Half day, or Not logged depending on saved attendance and generated roster rows.
• Saved attendance rows are evaluated against scheduled start/end, break minutes, late grace minutes, and the gym timezone. Worked minutes subtract configured break minutes.
• If a past working day has no saved attendance, the generated row is Absent. If today or a future working day has no saved attendance, it is Not logged. If the day is not a working day, it is Week off.
• Leave range only creates leave rows for working days inside the From and To dates; non-working days remain week off.
• Attendance exception review uses From, To, Staff, Date, Status, Scheduled, Check-in, Check-out, Late in, Late out, Early out, Overwork, and Worked.
• Attendance exception review uses Staff, Date, Status, Scheduled, Check-in, Check-out, Late check-in, Late checkout, Early checkout, Overwork, Missing checkout, and Worked hours.
• Employee ID and designation should match HR/payroll records where available.
• Late grace minutes should be configured per operational policy and kept consistent.
• The web Mark Status flow is an authorized manual manager/front-desk correction flow and does not collect device geolocation. Mobile staff attendance and member self check-in must use backend location/geofence policy where the gym enables it.

Daily workflow

• Set working hours before the roster period starts.
• Each morning, open Staff Roster, select today, refresh, and verify configured rosters, not logged staff, absent staff, and late check-ins.
• Use Mark Status for real check-in, checkout, approved leave, or missed-punch correction. Select the exact staff member, location, action, timestamp/date range, and a factual note.
• At closing, compare Missing checkout, Late checkout, Early checkout, Overwork, and Worked hours before treating the day as complete.
• Use Admin Staff Roster to maintain employee ID, designation, default location, attendance enabled flag, late grace, and weekly schedule before relying on reports.
• Use Attendance enabled only when the staff member is expected to appear in attendance operations. Disable it for non-operational or platform-only users.

Watch out

• Do not use exception notes as payroll approval unless the owner/manager process confirms it.
• Do not backfill check-in or checkout times just to remove an exception. Preserve the real reason in Notes so audit and payroll review can explain the correction.
• Changing weekly timings after attendance has already been reviewed can change the interpretation of late, early, overwork, and absent rows. Re-review the affected date range after changing a roster.

Related help

• Use the left menu to open related pages in Admin Settings.
• Use Ask Docs for questions that are already covered in this public documentation.