Getting started
Set your centre up in a few minutes with the guided wizard.
What it looks like
What do you want to manage?
When you first sign in you land on the onboarding wizard. It only asks for what it needs to get you rostering — everything else can wait.
The four steps
- 1How you run — pick the extra features you want (equipment, locations, operating areas, payroll, info) and choose whether your sessions run as Morning/Afternoon/Evening slots or with explicit start & end times.
- 2Courses — tick the RYA courses you offer (grouped by youth and adult), or add your own. Use “Add all RYA courses” if you run a lot of them.
- 3Team — add each instructor, tick the qualifications they hold and the courses they can teach, and add their email to send an invite.
- 4Finish — you're ready to roster. Any optional features you switched on appear here with a “set up” link.
Instructors under 18
Every staff profile has a date of birth. Anyone under 18 is flagged automatically (the flag lifts on their 18th birthday), and their profile gains a parent or guardian contact plus a slot for the signed parental permission to work. Phone numbers and emails of under-18s are only ever shown to centre admins; colleagues see names and shift times. Every staff member also has an emergency contact, stored encrypted and visible to admins only, with each view written to your change log.
Your privacy notice
You are the data controller for your staff's details; ActivityRoster processes them for you. Add a link to your own privacy notice under Office → Settings and it appears beside ours for every member of your team. Need wording? We publish a template notice for staff and a plain-English version for under-18 instructors in our documentation; ask us for a copy.
Coming back to sign in
Your centre lives at its own address, yourcentre.activityroster.com. Bookmark it, or use the Sign in link on the homepage: pick Centre admin or Instructor portal, type your centre's address, and you're sent to the right sign-in page.
Centre admins sign in with email and password. The first time on a device, and again after that device has gone 12 hours without using the office, we email a 6-digit code to enter (if you've turned on two-factor, that step counts instead). Then you choose whether to stay signed in on that device. Pick "just this once" on a shared computer and you're signed out when the browser closes. You're asked for your 4-digit PIN after 30 minutes without activity, and after 12 hours away you sign in again from the start.