Staff management platform (for seasonal & part-time employees)

Olivier Rousseau
6 October 2023 Employee Management 2 min read

If you run a dance studio, gymnastics club, summer camp or swim school, you know how complex employee management can be.

Contracts, banking information, vacation requests, timesheets… the list goes on.

But most platforms on the market are very expensive. I know; I’ve been there for my kids sports program.

In this article, we introduce Activity Messenger, a simple (and cheaper) solution for managing your part-time employees.

In this article, we discuss:

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Employee Management Software Platform

Create a portal for your employees

You can create a personalized portal for your employees. Much more than a web page, the portal allows you to keep track of your employees’ forms, contracts, vacation requests, and timesheets.

Your employees have access to all forms in one place.

All data is encrypted and stored securely.

📌 Pro Tip: Add a QR code in the break room to make it visible and easily accessible for employees to fill out time-off requests, timesheets, and more.


Payroll information

Employees add their payroll information, sign their employment contract, and even upload their various certifications during the hiring process.

Everything is done via a smartphone. So there’s no more emailing, printing, or following up with your employees.

For each completed form, a PDF is generated, making documentation and follow-up easier.


No more time-off requests by email

If your job involves coordinating multiple teams and schedules, managing time off is probably a headache.

Instead of sending you a request via email, SMS, Messenger, or a piece of paper, your employees simply fill out an online form.

The time-off request form can be configured to suit your needs. You can start from scratch or use our pre-designed template.

Here’s what you can include:

  • Employee name
  • Date of leave requested
  • Reason for request
  • Approval (admin view only)
  • Digital signature

A dashboard allows you to quickly see who requested leave and when. You can even communicate with your employees through the system – via email or text message.

Approve or disapprove of a leave request and text the approval to the employee via Activity Messenger. The approval is visible to all your account administrators.

📌 Pro Tip: We made filling the time-off request form the only way staff can ask for time off. This makes our lives much easier with all demands in one place and not getting them from email, messenger or over the phone.

Timesheet management

Another critical aspect of managing your business is timesheets.

With a digital solution, you can make the process fluid, efficient, and error-free.

Why go digital?
3 great reasons to switch from paper to an online form

Simplify payroll: An online timesheet form significantly reduces the time you spend processing payroll.
Reduce errors: A lost or misinterpreted timesheet can lead to payroll errors. By going digital, you can reduce this type of human error.
Data-driven decisions: With all your data in one place, you can analyze trends and make more informed management decisions.

Here’s what you can include:

  • Employee name
  • Payroll number
  • Job role
  • Work location
  • Payroll period
  • Dates and hours worked
  • Digital Signature

Going digital also makes it easier for your employees to access forms in three ways:

  1. Add a QR code in the break room.
  2. Include a link on the employee dashboard.
  3. Schedule a weekly text reminder with the form link.

And there you have it—a modern solution to an age-old problem.

Signing digital documents (contracts, confidentiality agreements etc)

Running a camp, gymnastics club, or swim school requires a large number of part-time employees. And it comes with a very high turnover rate. I understand the struggle; I’ve been there.

And managing confidentiality agreements and signing employment contracts can quickly become a never-ending task.

Especially with employees from Gen Z, who seem to be less likely to check their email and often don’t have a printer.

The solution? Go digital.

With just a few clicks, you can create a form, include I read and accept boxes, a digital signature, and replace your paper documents.

Add customizable fields to collect specific employee information, and attach any PDFs you’d like them to view.

The system automatically generates a PDF, one copy of which is sent to your team and the other stored securely for your archives. Your employees no longer need to scramble to access and complete your various documents.

Share them easily via a unique link, a QR code or even a quick SMS saying, “Don’t forget to sign this before your first shift”.

Collect employee expense claim form

Managing expenses can be a daunting task for any business, but it doesn’t have to be. I’ve been where you are—drowning in a sea of receipts, notes and email, trying to make sense of it all. That’s why we’ve created a solution that will not only simplify your accounting but also make the process a breeze for your employees.

The forms allows your employees to

  • Fill it out from a smartphone
  • Easily upload all their receipt
  • Calculate and sum up expenses


Read more: How to create an employee expense claim form


Activity Messenger offers all the tools you need to create an employee portal, collect payroll information, request leave, sign documents, and manage timesheets.

There’s no need to switch from one platform to another (or do it all with pen and paper); it’s all in one place.

If you have any questions and would like to meet one of our experts, click here.


If you run a sports or leisure organization such as a dance studio, swim school, or gymnastics club, you might be interested in learning how we compare to alternatives when it comes to online registration and class management. 6 best online registration software

Written by Olivier Rousseau Olivier is a kids sports programs owner who has been operating for over a decade with locations in Montreal, Quebec city & Ottawa. He also helps Gymnastics Club, Swim Schools and Dance Studios streamline their operations. He is the co-founder of Activity Messenger an online registration platform for the sports & leisure industry.

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