The “Training” module helps you bring in newcomers. The person works in their own position with a “Trainee” mark, is put on the rota together with a mentor, and payroll counts trainee pay and the mentor bonus separately. Mentors can change every day: one person mentors today, another tomorrow, and each shift shows who exactly. When the person joins the staff, you move them from a chosen day and time.
The owner or a co-owner turns the module on. The “Trainee” mark is set, and the person is moved to staff, by someone whose role has the “Training” right; the owner and co-owner always can. Trainee pay and the mentor bonus are set by the owner, co-owners and those whose role has “Change pay” set to “Entire network”.
Where to find it
Turn it on: “Settings” → the “Modules” tab → the “Training” card. When the module is on, the card also has a “Configure” link.
The module page: “Training” in the menu. At the top the tiles “In training”, “Shifts without a mentor, 7 days”, “Pay not set” and “Moved to staff in 30 days”, below them “Needs attention”, the “Add trainee” button and the tabs “In training”, “Hired” and “Mentors”.
Module settings: “Training” → the “Settings” button (a gear icon on a phone). It has three sections: “Trainee pay”, “Mentor bonus” and “Who manages training”.
Move to staff: the “Move to staff” button in the trainee’s row on the “Training” page or in the person’s profile, “Training” block.
From a phone: “More” → “Training”, see Training in the manager app.
Step by step: set up the module
- Turn on “Training” under “Settings” → “Modules”.
- Open “Training” → “Settings” → “Who manages training”. For each role choose “None”, “My locations” or “Entire network”. “My locations” lets them mark and move to staff only the people of their own locations. The owner and co-owner always can.
- In “Trainee pay” set the “All positions” line: it applies to every trainee. If you pay a position differently, set that position’s line: it overrides “All positions”. In the window choose “How we pay”: “Per shift”, “Per hour” or “Unpaid”, enter the amount and “From”.
- In “Mentor bonus” set “Mentoring”: “Per shift with a trainee” or “Per hour with a trainee”. The bonus can be set for everyone, a position or one person. Two trainees with one mentor means two amounts.
- Add a trainee: “Training” → “Add trainee”. “New person” opens the usual profile form with “Trainee” already on and “Trainee pay: 400 ₴ per shift” under it. “From the team” makes a staff member a trainee from the start of today.
- Put the trainee on the rota together with a mentor, see A trainee on the rota: a shift with a mentor.
Step by step: move to staff
- Click “Move to staff” in the trainee’s row or in the person’s profile. Turning off the “Trainee” switch in the person’s profile opens the same window.
- In the “Move Ihor to staff?” window choose “From date” and “Time”. By default it is now, by the organisation’s clock.
- Under the fields you see what will change: “After the move: 174 ₴/h (personal terms)” or, in red, “No pay after the move: shifts will be unpriced.” For a past date also “Backdated: 3 shifts from 26 Sep become staff shifts.” and “Mentors lose these shifts and the bonus for them: Olena (2 shifts)”.
- A moment in the past or now: click “Move to staff”. The person is on staff right away, and shifts from that moment are counted on the usual terms. A moment in the future: click “Schedule”. The trainee’s row shows “To staff from 2 Oct 08:00 · Cancel”; before that the person stays a trainee, and at that moment InShift moves them automatically.
A shift that started before the chosen moment stays a trainee shift. You can move someone no earlier than the start of their training and no more than 30 days ahead.
How the money is counted
A trainee gets only trainee pay: the line of their position, or “All positions” if the position has none. It replaces all the usual terms and premiums, the personal rate too. The position is taken from the person’s profile, not from the shift.
“Unpaid” means training is deliberately not paid: payroll shows zero. If pay is set neither for the position nor for “All positions”, the settings show a red “not set”, payroll shows the trainee’s shifts as unpriced, and the module page shows the “Pay not set” tile and the line “Ihor: trainee pay is not set · Set pay”.
A mentor gets the bonus for the shifts where they mentor a trainee, and only for the hours when they are on shift at that location themselves. While the mentor’s shift is a draft, the bonus waits for it to be published. The mentor’s daily pay breakdown shows who they mentored: “Mentoring: +200 ₴ · Olena, 8 h”. Under “Payroll” → “Premiums” there is a read-only line “Mentoring · +200 ₴ · Per shift with a trainee” and the link “Change in Training”.
The “Trainee” mark applies from the start of the day it was set, and a move to staff from the chosen minute.
The “Training” page
The tiles count how many people are in training, how many trainee shifts this week have no mentor, whose pay is not set and how many were moved to staff in 30 days. Someone without the right to see pay gets “Mentors this week” instead of “Pay not set”.
“Needs attention” shows what to do: “Ihor: 2 shifts without a mentor (1 Oct, 3 Oct) · Open schedule”, “Ihor: trainee pay is not set · Set pay”, “Petro on staff since 1 Oct: pay is not set · Set pay”. “Open schedule” takes you to the location’s rota on the day of the first such shift.
The “In training” tab: since when the person is a trainee, how many days, shifts and hours, who trained them and how much they earned. “Hired”: how many days the person trained before the move, shifts, hours and training earnings, with “Left during training” separately. “Mentors”: how many trainees each one mentored, shifts, hours and how much they got for mentoring.
What a trainee can do
A trainee sees their own rota, who they work with, their stats and pay. They cannot swap or give away shifts, take substitutions or open shifts, or ask for time off: a manager decides when and with whom they work. More in Training in the app.
Why an action is unavailable
No “Training” item in the menu: the module is off, the owner or a co-owner can turn it on under “Settings” → “Modules”.
No “Move to staff” or “Add trainee” buttons, and the “Trainee” switch says “The mark is set by someone whose role has the Training right at this person’s locations”: your role has no “Training” right at this person’s locations, or the person’s role is equal to or above yours. The owner grants the right under “Training” → “Settings” → “Who manages training”.
You cannot change your own mark, and it says “Your own mark is changed by a manager with the Training right or the owner: it changes your pay”: the mark changes your money, so someone else sets it.
No “Settings” button on the module page: your role has neither “Change pay” nor “Job positions and access rights”.
The move window shows no amounts, only “Pay after the move is set.” or “Whoever runs payroll will set it: they get a notification.”: you have no right to this person’s pay. You can still move them, and those who run their payroll get the notification “Moved to staff without pay” if there is no pay.
The move window says “Ihor’s internship started on 25.09: they can’t be moved to staff earlier”: choose a day from the start of training.
It says “A move to staff can be planned at most 30 days ahead”: choose a closer date.
It says “Ihor’s shifts up to 28.09 are already paid (to them or a mentor): only someone who changes pay can move them earlier”: choose a moment after the payout date or ask whoever runs payroll.
The module does not turn off and the panel says “There is 1 trainee on the team. Move them to staff on the Training page first.”: while someone is in training, the module cannot be turned off.
A position’s pay line says “not set” in red: pay is set neither for this position nor for “All positions”. Set the “All positions” line or the position’s line.
Questions and answers
Do we need a separate “Trainee” position?
No. The person has their real position, and the “Trainee” mark only says they are learning. After the move to staff the position stays the same.
We did not move the person to staff in time. What now?
Click “Move to staff” and choose the past day and time. Shifts from that moment are recounted as staff shifts. If some of them are already paid, only someone who changes pay can move the person that early.
We know in advance from which day the person joins the staff. Can we schedule it?
Yes. Choose the future day and time and click “Schedule”, at most 30 days ahead. Changed your mind: “Cancel” in the “To staff from 2 Oct 08:00” line.
What is the difference between “Unpaid” and “not set”?
“Unpaid” is your choice: training is not paid, payroll shows zero. “Not set” means pay was forgotten: the trainee’s shifts are unpriced in payroll, and the module page reminds you.
Who can set the “Trainee” mark and move people to staff?
The owner, the co-owner and those whose role has the “Training” right. It is chosen under “Training” → “Settings” → “Who manages training”; in “Access rights” it is read-only. You cannot move someone whose role is equal to or above yours.
What happens to training pay after the move to staff?
Shifts before the chosen moment are counted as they were, new ones on the position’s usual terms. If there is no pay after the move, those who run the person’s payroll get the notification “Moved to staff without pay”.
Can a trainee be paid their personal rate?
During training only trainee pay applies, the personal rate in the profile does not pay. After the move to staff the person’s usual terms apply again.
Does a trainee count among the people on shift for the sales percentage?
No. A trainee does not fill a staff place and is not counted in the steps by number of people on shift.
Can I add a trainee and move them to staff from a phone?
Yes: “More” → “Training”, see Training in the manager app. Trainee pay, the mentor bonus and “Who manages training” are set in the admin panel.
What happens if I turn the module off?
You can turn it off when there are no trainees on the team. What was recorded stays: the marks in history and the money earned in training. The “+1 trainee” mark disappears from the rota.