Staff scheduling and payroll
Country club staff scheduling, timeclock and payroll on one system
Build the week for the shop, the grill and the beverage cart, let staff clock in from their phone or the register, approve the hours and send them to payroll with the tips already attached. The schedule, the punches and the sales are one record.
Scheduling
How should a club schedule a seasonal staff?
A club's staff doubles in May and halves in October, works across the shop, the kitchen and the course, and trades shifts around the member-guest. The schedule has to handle that without a manager rebuilding it from a whiteboard every Sunday.
The week by department
Build the week for the shop, the grill, the cart and the grounds on one grid, sorted by department, with each person's hours adding up as you go.
Copy last week
Most weeks look like last week. Copy it, adjust the member-guest weekend, and use shift templates for the shapes you schedule every day.
Publish when it's ready
Drafts stay private until the manager publishes the week. Each person gets one notification with their shifts, not one per shift.
Availability and time off
Staff set the days and hours they can work and request time off — paid, unpaid or sick — for a manager to approve or deny, with any clash with the schedule shown.
Open shifts, swaps and cover
Post an open shift and let staff claim it, trade shifts or find cover. The club decides whether each needs manager approval or happens at once.
Messages with read receipts
Send a note to everyone, a department or named staff, and see who has read it. The Saturday change reaches the people it affects.
Timeclock
Clock in from the phone or the register
Staff clock in and out, and punch their breaks, from the staff app on their own phone. At the register, signing in with a tile and PIN is the clock-in, so the server who opens the grill is on the clock and on the check at the same moment.
The geofence is the club's choice: leave it off, record where each punch was made, or only accept punches on property. The staff app also shows each person their upcoming shifts, their hours this week, open shifts they can claim and their pay stubs.
- Clock in, out and breaks from the staff app
- Register sign-in doubles as the clock-in
- Optional geofence: off, record or enforce
Approvals and overtime
Hours a manager can sign, and overtime seen in advance
The timesheet is where payroll mistakes are made or prevented. Bubs keeps the punches honest, flags overtime while there's still time to move a shift, and won't approve a period with a missing punch.
Punches that can't be quietly edited
A punch is never changed or deleted. Corrections are new entries with a reason and the name of the manager who made them.
Overtime before it happens
The schedule flags anyone heading past 40 hours in a week, and any claimed shift or swap that would put someone into overtime goes to a manager — even when swaps are otherwise automatic.
Approve the period
Timesheets show worked against scheduled for the pay period. Missing punches must be fixed before approval, and approval locks the period.
Payroll
From approved hours to paychecks without retyping
Approved hours are the end of the club's work and the start of payroll's. Bubs hands them over with tips and time off attached, and keeps the sensitive parts — Social Security numbers, bank accounts, tax filings — with the payroll provider where they belong.
Hours straight to payroll
Approved hours, tips, service-charge shares and approved time off go to payroll, run by Gusto — nobody retypes a timesheet on Monday morning.
Tips, the club's way
Tips follow the server who settled the check, directly or through a pool by hours or points. Managers are never in the pool, and cash tips are declared at the register.
An export for any provider
Clubs that run payroll elsewhere take a CSV of approved hours each period. Staff without an approved timesheet are always left out.
Role-based access
Everyone sees what their job needs
A server needs the register and their own schedule. A manager needs the week, the timesheets and payroll. Access follows the role, not a shared password taped under the counter.
Roles, not shared logins
Owners and managers run schedules, timesheets and payroll. Staff see their own shifts and hours, and clock in only for themselves.
Payroll behind a personal sign-in
Payroll never opens from a shared register tablet, and sensitive changes ask the manager to have signed in recently.
Limits at the register
Grant a role what it needs — a server can comp up to an amount the club sets — and send anything larger to a manager.
One system
Labor and sales from the same record
The register sign-in is the clock-in, the tip is tied to the server who settled the check, and the payroll journal lands in the general ledger. The numbers the controller needs at month end already agree.
FAQ
Staff and payroll questions
What is staff scheduling software for country clubs?
It's the system a club uses to build and publish staff schedules across departments — pro shop, food and beverage, beverage cart, grounds — collect time off and availability, record hours on a timeclock and hand approved hours to payroll. Club software does it alongside the point of sale and tee sheet, so tips and hours come from the same record as the sales.
Where do staff clock in?
In the staff app on their own phone, or at the register, where signing in with their tile and PIN is also the clock-in. Breaks are punched the same way.
Is the geofence required?
No. The club chooses: off, record where each punch was made, or only allow punches on property. It starts off, and you turn it on if you need it.
Does Bubs run payroll?
Payroll runs through our Gusto integration: Bubs sends approved hours, tips and time off, and Gusto calculates pay, taxes and deposits. Bubs never collects Social Security or bank account numbers. Clubs using another payroll provider export approved hours as a CSV.
How is overtime handled?
Weekly overtime over 40 hours is flagged on the schedule and the timesheet, with the threshold set per club. Colorado's daily overtime and break rules are built in as well, and missed breaks are reported as hours owed.
Can staff swap shifts without a manager?
If the club allows it. Claims, swaps and cover can each be turned off, sent to a manager for approval, or allowed immediately — but anything that would cause overtime always goes to a manager.
See your club on Bubs
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