Managing instructor log ins and contracts
To add instructors:
Navigate to Product Setup → Product Details → Resources
This page controls the basic instructor settings:
ID - An optional field that can be used to insert an ID from an external HR system.
Name - The instructor's name.
Email Address - Messages to the instructor can be sent to this email address from within RoomBoss.
External ID - The instructor's RFID, if one exists.
Status - Active and Inactive (once the instructor leaves employment you should set them to Inactive.)
More detailed information on the instructor is set via their contract.
To setup instructor contracts:
Navigate to Product Setup → Instructor Contract Management
A contract is required in order to calculate instructor pay, these are set on the Contracts tab.
Select your ski school from the Vendor drop down menu, click Next
All the existing contracts will be displayed
To create a completely new contract, click on the Create button
Enter the instructor's details as requested (or edit the new copy), enter ability levels and relevant Tags
Click Save
Details that can be saved with the contract include a default parent category (see Managing Availability With Live Instructors), Level and Tags, these provide a way to filter instructors by their abilities when allocating lessons to instructors.
On the Custom Rate tab, you may set the name and choose the number of pay rates available.
Tags can be used to quickly identify a suitable instructor when a customer has special needs (e.g.: The customer wants a lesson to be taught in Cantonese). You can configure what Tags are available by navigating to:
Product Setup → Instructor Contract Tag
The RoomBoss SSMS has a portal where instructors can log in to view their upcoming schedules, lessons, and their pay. After adding an instructor, their login credentials are automatically generated, these credentials will need to be sent to the instructor.
To view instructor login details:
Navigate to Product Setup → Instructor Log Ins
This page will show for each instructor:
Name - the instructor's name.
ID - the instructor's login ID.
Password - this allows you to Change password or Send reset link to an instructor's email address by clicking on the corresponding link.
Created - date and time the login was created.
Last Login - date and time of the last login.
Login Count - total login count.
Instructors can log into the portal from here:
https://appt.roomboss.com/login.jsf
Instructor login IDs are generated by RoomBoss and cannot be changed.
It is possible to set a limit on the number of days into the future instructors can view via their login.
To set this, log in as Super Administrator
Navigate to Account → Edit Account Details
Setting up and managing instructors and activities
This section outlines the setup steps required for winter operation.
To create a new contract based on an existing one, click on the copy icon
Managing and scheduling activities
The RoomBoss SSMS allows you to schedule instructors to a variety of activities(both teaching and non-teaching).
There are a number of options on how to use the schedule which will be discussed during setup. However the generally recommended approach is to:
Add activities to instructor schedules for upcoming week(s)
Assign lessons to instructors scheduled to activities that match the lesson type for upcoming lessons.
The benefits of this approach:
Lets instructors know in advance when they will be working, and what work they will be doing.
Allows you to ensure you have enough instructors working to cater to bookings made.
Helps in the lesson allocation process, especially for larger ski school.
To manage activities:
Navigate to Schedule → Schedule → Show / Refresh → Manage Activities & Add to Schedule
It is possible to add activity types for lesson and non lesson scheduling, these are color coded to make them easier to find.
Following the generally recommended approach:
One activity is added for each lesson category.
Activities can also have default start and end times which can be used to aid scheduling.
Private lesson categories have Pay Level as No Pay.
Instructor pay will be calculated when a private lesson is allocated to the instructor.
Group lesson categories have Pay Level as Lesson Rate.
The system works in this way as commonly there is no allocation of group lessons to instructors. (This is not known in advance and often done at line up.)
More information on adding activities to instructor schedules is presented in the following section on Operation Processes.
