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Feature · Staff management

Medspa staff management software.

Delam's staff module is medspa software that handles shift scheduling, time punch with geofencing, overtime tracking, payroll exports, per-staff goal setting, and call routing by availability , the staff layer of Delam's membership-first medspa OS, unified in one multi-location dashboard. Built for clinical operations with provincial overtime rules, bilingual French staff apps, and a dot-notation permission system that scales from a solo injector to an enterprise chain.

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What it covers

Eight staff systems, one dashboard.

Every capability your clinic team needs, scheduling, punch, payroll, goals, permissions, and call routing, unified in a single multi-location surface.

  • Shift scheduling

    Drag-and-drop weekly scheduler with repeat patterns, role-aware templates, and a coverage heatmap. Staff see their schedule on the mobile app with instant push updates.

  • Punch in / punch out

    Mobile and web punch with geofencing, staff cannot clock in off-premise. Every punch updates Staff.isAvailable so booking and call routing stay in sync.

  • Overtime & breaks

    Provincial-rule-aware overtime for Ontario ESA, Quebec LNT, and US state laws. Automatic break deductions, missed-punch alerts, and manager-editable exceptions with full audit trail.

  • Payroll exports

    One-click export to Gusto, QuickBooks, ADP, and Wagepoint (Canada). Stat holidays, provincial overtime, and Quebec-specific pay rules handled natively.

  • Performance dashboards

    Per-staff revenue, rebook rate, membership conversions, and retail attach. Owners see utilization, rebook gaps, and top performers at a glance.

  • Per-staff goals

    Monthly revenue and conversion targets tied to compensation. Goals are visible on the staff mobile app with real-time progress bars.

  • Call routing by ShiftPunch

    Only punched-in staff with calls.receive permission ring on inbound calls. After-hours goes to the AI front desk. One source of truth, no separate online/offline toggle.

  • Permission system

    Dot-notation permissions (calls.initiate, clients.edit, reports.view) with owner bypass. Staff see only what they need, enforced on backend, frontend, and audit logs.

One source of truth

Shift punch drives everything else.

On every IN/OUT punch, Delam updates Staff.isAvailable. That flag is read by three systems in real-time:

  1. 01

    Inbound call router

    Only available staff with calls.receive are rung.

  2. 02

    Booking calendar

    Unavailable staff are greyed out for new bookings automatically.

  3. 03

    Payroll engine

    Hours are calculated via analyzePunches() with provincial overtime logic.

Clocking in makes staff available for calls. Clocking out sends inbound calls to the AI front desk. No separate online/offline toggle, no split systems, no missed calls.

Permission system

Dot-notation permissions, enforced everywhere.

Every capability is gated by a dot-notation code. The same codes are checked in the backend middleware, the frontend guard, and the audit log, so what a staff member sees in the UI is exactly what they're allowed to do on the server. Owners bypass all checks.

Custom roles combine permissions à la carte, so a senior receptionist can hold calls.receive without also getting payroll.export.

― Sample codes

  • clients.view
  • clients.edit
  • clients.phone.view
  • bookings.create
  • bookings.edit
  • calls.initiate
  • calls.receive
  • reports.view
  • payroll.export
  • staff.manage

― How the check runs

authorize('calls.receive')(req, res, next)
  └─ staff.permissions.includes('calls.receive')
  └─ OR staff.role === 'OWNER'  // bypass
  └─ audit: READ · who · when · businessId

Payroll · Overtime · Geofence

Payroll-ready hours, provincial rules built in.

Shift punches become payroll hours without a spreadsheet in between. Provincial overtime, stat holidays, and geofence integrity checks run automatically before export.

Export logic

One click to Gusto, QuickBooks, ADP, Wagepoint.

  • Ontario ESA 44-hour weekly threshold
  • Quebec LNT overtime + stat holiday pay
  • US state-level overtime (CA daily, FLSA weekly)
  • Automatic break deductions and missed-punch caps
  • Per-location pay rates on the same staff record
  • Consolidated pay stub across multi-location shifts
Geofence rules

Clock in on-premise, every time.

  • Per-location radius configured in metres
  • Off-premise punches blocked with manager alert
  • GPS coordinates logged with every punch for audit
  • Manual override requires manager PIN + reason note
  • Missed-punch reminder pushed to staff phone
  • Full edit history preserved before payroll exports

Onboard in 20 minutes · Six steps

From invite to first punch, in twenty minutes.

  1. Send the invite from the dashboard. They get a branded email and download the Delam staff app on iOS or Android in under two minutes.

  2. Pick from Owner, Manager, Injector, Esthetician, Receptionist, or a custom role. Dot-notation permissions load automatically.

  3. Drop them on the weekly scheduler with repeat patterns. Role-aware templates handle clinic openings, late shifts, and split days.

  4. Hourly, salary, or commission. Provincial overtime thresholds (Ontario ESA, Quebec LNT) and stat holidays apply automatically.

  5. Revenue, rebook rate, membership conversions, retail attach. Goals appear on the staff mobile app with live progress bars.

  6. Staff punch in on their phone inside the clinic geofence. Staff.isAvailable flips on, calls route to them, and payroll hours start counting.

The numbers

What clinical ops looks like on Delam.

2 min

From invite to first punch

Download the app, scan the QR, punch in, done.

Source: Delam onboarding telemetry

100%

Payroll-ready, every pay period

Provincial overtime and stat holidays applied before export.

Source: Delam payroll engine

0 toggles

Between punch, calendar, and calls

One ShiftPunch drives availability across the platform.

Source: Delam platform architecture

Customer testimonial

“Payroll used to take a day and a spreadsheet. On Delam, punches become hours, hours become paystubs, and the call router already knows who's on shift, all before I've had my second coffee.
Marie-Ève L. · Clinic Manager · Laval, QC

FAQs

Common questions about staff management.

Which medspa software has the best staff management features?
Delam. It is the only medspa platform that ties shift punching directly to inbound call routing and supports Canadian provincial overtime rules (Ontario ESA, Quebec LNT) alongside geofenced punch, bilingual staff apps, and availability-aware call routing.
Does Delam support Canadian payroll?
Yes. Delam exports to Wagepoint, QuickBooks Canada, and ADP Canada. Stat holidays, provincial overtime thresholds, and Quebec-specific pay rules are built in.
Can I set per-staff revenue goals?
Yes. Monthly goals are set per staff member, visible on the staff mobile app, and tied to dashboards for revenue, rebook rate, and membership conversions.
How does call routing work?
Only staff who are punched in and have the calls.receive permission are rung on inbound calls. If nobody is punched in, the AI front desk picks up, discloses per Quebec Law 25, and either books the caller or transfers to on-call staff.
What happens if a staff member forgets to punch out?
Delam sends a reminder and caps the shift at the scheduled end time. A manager can edit the punch with a full audit trail before payroll is exported.
Does Delam support multi-location staff?
Yes. A single staff member can be on the roster at multiple locations with location-aware geofencing, per-location pay rates, and a consolidated pay stub.

― Related

Get started

Your clinic team, in one app.

Geofenced punch, payroll exports, per-staff goals, and call routing, live in 24 hours.

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  • PIPEDA · Quebec Law 25
  • Ontario ESA overtime
  • Bilingual EN / FR