Welcome to the team! This guide covers the essential workflows to help you manage staff, schedules, and communication efficiently.
1. Getting Started & Support
Need Help? Click the Help icon to access a library of video tutorials.
Reporting Issues: Use Direct Messaging to report bugs or feedback.
Pro Tip: Attach a screenshot or screen recording to help the support team resolve your issue faster.
2. Navigating the Home Screen
The Home Screen is your "command center" for daily operations.
Daily Activity: View all scheduled activities for the day.
Filters: Narrow your view (e.g., just the "Front Desk") to reduce clutter.
My Schedule: See your own upcoming shifts and pending action items.
3. The Schedule View: Core Concepts
Before you start clicking, remember these three rules:
Visibility vs. Permissions: Organization Admins see everything. Program Admins can view everything but only edit the programs they are assigned to.
Bulk Actions: If you are an Org Admin, any bulk action affects everything currently visible in your filter. Always check the shift count before confirming.
Blocks vs. Individual Shifts:
Shift Block: Edits the entire group (same time, program, and position).
Individual Shift: Edits just one specific slot.
Note: You can group blocks by Position (default) or Location in your settings.
4. Managing Programs & Navigation
In Athletify, a Program is a schedule for an activity (e.g., "Aquatics").
Organizing: If a program gets too big, break it down (e.g., "Swim Lessons" vs. "Swim Camp").
The Four Tabs:
Position / Program / Location: Updates rows based on the category.
Staff Tab: Displays staff rows, their total weekly hours, and their availability. It also features an Open Shifts row at the top for quick filling.
5. Creating & Editing Shifts
Click the Fast Add button to start.
Details: Set dates, times, and programs.
Assigning Staff:
The system shows staff hours for the week (to help avoid overtime).
Conflicts: Staff with time-off, availability issues, or age restrictions (e.g., under 16) appear at the bottom.
Attributes & Documents: Add "Attributes" (skill levels) or "Documents" (rules) that staff can access via their phones.
Publishing: * Add and Publish: Shifts go live and notify staff immediately.
Add as Draft: Shifts appear with a dotted line; staff cannot see them yet.
6. Bulk Actions & Automation
Save time by using the Bulk Actions menu on the right:
Copy/Paste: Replicate a whole week or a single shift.
Auto-Schedule: Let the system assign staff based on availability.
Granular Control: You can run bulk actions on a specific row (e.g., just Concessions) or a specific column (e.g., just Tuesday).
7. Availability & Requests
Admins can manage staff time-off directly from the Staff Tab.
Time Off: For specific dates (vacations, appointments).
Availability: For recurring schedules (e.g., "I have class every Tuesday/Thursday").
Approvals: Handle all Time-Off, Shift Claims, and Shift Drops in the Request Center (top right corner of the schedule).
Job Board: Set program rules to allow staff to "Drop" shifts. You can set it to auto-approve if the request is made far enough in advance (e.g., 14 days).
8. Team Communication
Use the Messages tab to stay connected:
Direct Messages: For 1-on-1 or small group chats.
Channels: Best for large groups.
Smart Membership: Add by "Position" (e.g., all Lifeguards). If someone is unassigned from that position, they are automatically removed from the chat.
Announcement Mode: Only "Authors" can post; perfect for policy updates.
Read Receipts: See exactly who has viewed your message (e.g., "20 of 25 read").
Questions? Feel free to email us at support@athletify.com or visit our Help Center.