Adding workers and role weights

Add everyone who shares in tips at the venue: bar, floor, kitchen and supervisors, if your policy includes them. Add agency workers too. They share on the same basis as your own staff.

Each venue has its own team. If someone works at two of your sites, add them to both and log their hours at each site separately.

1. Open the venue from Venues.
2. In the Team box, enter their name and role, such as “Bartender” or “Chef”.
3. Enter their role weight (see below). It must be between 0.1 and 10.
4. Choose Employee or Agency worker.
5. Press Add worker.

Good to know: Adding a whole team? Import them from a spreadsheet instead.

Each share depends on two things: the hours someone worked and their role weight. Fairpool multiplies them together. So 10 hours at weight 1 counts as 10, and 10 hours at weight 0.8 counts as 8. Everyone's share is their part of the total.

Example: the pot is £300. Sam works 10 hours at 1.0, Alex works 10 hours at 0.8 and Jo works 20 hours at 1.0. Sam gets £78.95, Alex gets £63.16 and Jo gets £157.89. That adds up to exactly £300.

• Start with everyone on 1. Only change a weight if you have a clear reason you could explain to your team.
• Good reasons are about the job: the type of work, or how much responsibility it carries.
• Never base a weight on someone's age, sex, race, disability, pregnancy, religion or belief, sexual orientation, gender reassignment or marriage.
• Every so often, check that one group, such as women or younger staff, isn't ending up with less for no good reason.
• Ask your team whether the weights feel fair before you publish them.
• Write the weights in your tipping policy. The weights in Fairpool and in your policy must match.

Everyone with the same role should have the same weight, whether you employ them or they come through an agency. If two bartenders have different weights, the venue page shows a warning: Same role, different weights.

To fix it, change the weights so they match. If there's a real, fair reason for a difference, such as a head bartender who runs the shift, give them a different role name and explain the reason in your policy.

1. Click the worker's name in the Team list.
2. Change their details and press Save changes.
3. If you changed a weight, update your tipping policy to match and publish the new version.

A new weight only affects future allocations. Past allocations keep the weight that was used at the time.

Make sure all their hours are logged first. Then open their page, untick Currently working here and save. They still get their share for the hours they worked. Marking them as inactive is usually all you need to do. If they ask you to erase their data, see Data protection for venues.