Private lessons need to be allocated to an instructor. Group lessons do not need to be allocated (and prior to the lesson it's probably not clear who the instructor will be) but you may allocate them.

Lessons can be allocated individually on the Edit A Booking page, or multiple lessons can be managed on the Schedule+ page.

Edit A Booking Page

Locate and open the booking, on the Edit A Booking page, scroll down to the Allocation section and click Edit.

There are two choices for listing instructors to select for the lesson:

1. Allocate Now : This will give you a list of instructors who are not already allocated to a lesson.

2. Allocate Now - Show All : This will not limit your selection, and all instructors will be shown.

For multi-day lessons, an instructor is selected for each day of the lesson.

For private lessons, choosing a pay rate here will result in the chosen pay rate being paid to the instructor.

Clicking the Show Allocation Table link will bring up a view of your instructors over the date(s) of the lesson. You can filter down to instructors scheduled for a particular activity to assist in identifying candidates for the lesson.

Schedule+

To allocate lessons with the Schedule+ page:

1. Select your Ski School from the drop down menu

2. Select the dates and number of days.

3. Click the Next button (this button will change to Reload)

4. Click the Show button

5. Select Allocate Lessons under What You Want To Do

6. Optionally you can apply filters to reduce the amount of information shown to improve clarity - Time/ Categories/Instructors You Want To See

7. If you would like to search for a different date or number of days

   1. Select the dates and number of days.

   2. Click on the Reload button.

Drag Unallocated Lessons displayed on the left to instructors (see below).

• Dragging a multi-day lesson onto the instructor's name will allocate it to that instructor for all days of the lesson.

• Dragging a multi-day lesson onto a day in the instructor's row will allocate it just for that day.

• You can drag a lesson from one instructor to another. Note each day of a multiple day lesson needs to be dragged individually.

• Clicking on a lesson allocated to an instructor allows you to:

  • See details of that lesson.

  • Unallocate the lesson from the instructor with the Remove Booking button.

  • Set the pay rate for the lesson with the Pay Level drop down menu.

  • Navigate to the Edit A Booking page for the lesson.

On-Mountain

If your ski school utilizes RFID check-in, guests can be allocated to instructors during on-mountain check-in as well. Please see the On Mountain Check In And Lesson Allocation With RFID section for more info.

Instructor pay is generated based on the hourly rates specified in contracts. This applies to private lessons allocated to instructors and completed activities scheduled to instructors.

It is also possible to include other, arbitrary payments and charges with the transactions page.

Transactions Page

Transactions can be either Credits (pay money to an instructor) or Debits (charge money to an instructor). These will show on the time sheet report inside your account and will be visible to instructors inside their login.

To view transactions:

Navigate to Product Setup → Instructor Transaction

Transaction Types

Non-activity or lesson related payments are categorised by type when charged to instructors. These are user defined, examples can be: Tax, Lift Ticket, Rent, Bonus, Non Contract Pay….

To setup types:

1. Navigate to Product Setup → Instructor Transaction

2. Click on the Manage Transaction Type tab

3. Enter a Name, select a Color and a Category

4. Click Save.

Entering New Transactions

To enter a new transaction:

1. Navigate to Product Setup → Instructor Transaction

2. Click on the Enter New Transaction tab

3. Select 1 or more instructors

4. Set the From and Until for the transaction

5. Select the desired Weekdays via the checkboxes

6. Select the Transaction Type

7. Click on Type and select Credit or Debit

8. Enter the Amount

9. Optionally enter a note (this is not shown to the instructor)

10. Click Save

View and Cancel Transactions

You can see all transactions for an instructor and cancel them on the View and Cancel Transactions tab.

Cancelled transactions will remain on this page but will not be visible to instructors or included in pay calculations.

Users must have the Manage Pay and Timesheets role to access and use this page.

Instructor Timesheets

The amount to pay each instructor, and the breakdown of work can be downloaded by:

Navigating to Reports → Timesheet Report

1. Set the From and Until dates (typically the previous month)

2. Click the Show / Refresh button.

3. Click on the Click to see if report generation has completed... link

4. Once the report has generated, click the Download Instructor Timesheets link.

The downloaded Excel file will have the following tabs:

• Summary - Shows total pay, hours and other summary information for each instructor.

• Instructors Timesheet - Breakdown of every lesson and activity for all instructors.

• Instructor tabs - Tab for each instructor who worked in the date range you specified. The instructor specific tab shows all pay items for the instructor.

Your payroll department can make use of this data to enact payment to instructors.

You may send messages from RoomBoss to your instructors, these are displayed inside the Instructor Log Ins.

If you have added an email address for the instructor via: Product Setup → Product Details → Resources, messages will be sent to this email address.

Send Message

To send messages:

1. • Navigate to Schedule → Messenger

   Or

   • From the Schedule+, click on the Menu drop down menu and click on Messenger

2. Click on the Send New Messages tab

3. Enter your message Title, write your Message

4. Click the Send Message button

You may choose to send to:

• All - Message will go to all instructors.

• Tags - Message will go to instructors that have specific tag(s) selected (for example you could choose to message the Private Ski group only).

• Instructors - Select specific instructor(s) to message.

Instructor View & Mark as Read

Instructors can see messages by logging into their portal, they can indicate a message has been read, this can be useful when:

• You want to confirm that the recipient instructor(s) have received the message.

• You are asking for feedback, i.e. Mark as read by Dec 21 if you are happy to have less days off in January.

Checking if Instructors have a Read Message

1. From within Schedule+, click the View Messages tab

2. Click on the message you would like to check

3. A list of Recipients will be displayed, a tick will be next to the name of those who have read the message

4. If you want to know if a certain instructor has read the message, type their name in the text box under Recipients to locate them

This section covers processes for managing instructor operations such as maintaining availability, setting pay rates and allocating lessons.

Add Activities

Adding activities to instructor schedules can be done as far in advance as suits your operations. Some schools add activities just for the week ahead. Others add activities for the entire season, with instructors consistently working regular days of the week.

There are three ways to add activities, allowing you to easily add hundreds of activities across your team in one step, and to make pinpoint changes for a single instructor.

Method 1: Bulk Add to Schedule

The Bulk Add to Schedule is a convenient way to set activities for a large number of regularly scheduled instructors over a long date range.

To add activities over a date range across multiple instructors:

Navigate to Schedule →

It is also possible to set instructor parent Category and Available / Not Available status:

1. Click on the Availability radial button.

2. Click on the Category drop down menu and select Ski or Snowboard

3. Click on the Available or Not Available radial button

4. Click the Set Availability button.

Method 2: Schedule

It is possible to manage instructor schedules up to one week at a time:

2. Click on the Show / Refresh button

3. Click on the Manage Activities & Add to Schedule link

As shown above, you can add activities to the schedule of multiple instructors in one step.

Method 3: Schedule+

Set Activities as Completed

After an instructor completes an activity it is necessary to change the status to Set as Completed in order for the instructor to be paid.

It is possible to process one activity at a time, or by checking all/multiple activities and processing them in one step.

If you make use of Instructor Availability Management then it's important to maintain correct availability. For example you need to reduce numbers if an instructor is injured and will no longer be part of the team.

Availability

As , to manage instructor numbers:

• Navigate to Product Setup →

• Select your criteria from the drop down and click Show

• Click on the Instructor Stock By Category tab

Change of Pay Rate

If the rate of pay changes for an instructor, i.e. an instructor is promoted:

1. Navigate to Product Setup →

2. Select your ski school from the Vendor drop down menu

3. Editthe existing contract and set the End Date to the last day of the previous pay rate

4. Create a new contract with the Start Date from the first day of the new pay rate

Employment Status

If an instructor can no longer work then they should be set as Inactive:

2. Click on the Resources tab

3. Click Edit next to the instructor

4. Click on the Status drop down menu and set as Inactive

5. Click Save