Hey, you made it!

This is the flaik knowledge base. Here you will find a number of great resources that will guide you on your journey to build a simpler, smarter, better ski school. Whether you are an instructor staying on top of your day, an admin planning out your next season, or anyone in between, there is something here for you.

How things are structured

On the left side of your screen, you will find the table of contents. It is a comprehensive list of every page in the knowledge base. Scroll through and take a look!

To make things easy to find, we've grouped the content to align with your role at your resort:

On the right side of your screen lies the page outline, which is effectively a table of contents but for an individual page. Use this to navigate particularly lengthy pages with ease! The page outline may not be visible if your window is too small. If you don't see it, try zooming the page out.

An individual page will typically contain a step-by-step guide on how to perform a specific task in flaik. These guides often include screenshots, embedded videos, and important tips & tricks to help you navigate the site.

Find content quickly

On the top right, you will see a search button. Clicking on it will open quick find, a useful tool that will let you find content with keywords. This is particularly useful if you know what information you're trying to find (for example, "Blue Banner") but you are unsure where it is nested in the table of contents.

Stuck?

Not finding what you need? We've got your back. Drop us a line by .

If your resort has setup a paid training budget you can view your budget and how much is remaining in your profile in the Training tab.

There are three types of training pay: full pay, partial pay, or no pay. In My Timesheets if their has been a partial pay or no pay applied you will be inform on the training paid activity, see image below. The first paid activity is full pay, 2nd paid activity is a partial pay, and 3rd paid activity is no pay applied.

If you have any questions about your budget and the way you have used your paid training hours, please get in touch with the leadership team at your snowsports school.

Welcome to flaik! We're excited to have you on board.

At flaik, we understand that a seamless onboarding experience is key to your success. That’s why we’ve developed a detailed process and workflow to guide you every step of the way. From initial setup to full system integration, our comprehensive onboarding plan ensures that nothing is overlooked.

To support you throughout this journey, we’ve assigned a dedicated Project Manager and a Support Specialist to your account. Your Project Manager will oversee the implementation process, keeping everything on track and ensuring timely progress. Your Support Specialist will be your go-to resource for any questions, training, and ongoing support to ensure you get the most out of flaik.

Password Reset

• If you try to log in and get an error saying username or password is incorrect, you can use the Forgot your Password link above the login button to reset your password.

Navigate to My Schedule

To navigate to My Classes, click on the navigation menu in the top right corner. Select My classes from the list of menu options.

The main screen will automatically land on the current day. To select a different day, scroll up or down to the desired month/day for the date you want to select. Blue dots on dates indicate classes exist on that date.

Day view

The overview section will outline the following information about the class as well as the Tag ID assigned if relevant.

• Class level

• Guest count

Create your own class

Use the Create new class button in My Classes to form class lists on your phone. Select your class type, ability level, and meeting location details. View a guests list and select guests to add to your class. Save the class to view guest details, complete report cards, and help with pickup. Make edits throughout the day to add late students or split a class. The Create new class button is only available on the current day. For edits to classes after the lesson date, contact your supervisor.

Navigate to My Bookings

Click on the navigation menu in the top right corner. Select My Bookings from the list of menu options.

My Bookings

Bookings flow through multiple states based on the outcome of everyone involved. To explain a bit more, here are descriptions of each status.

Booking confirmed

These lessons are paid, approved, and on your schedule.

What is My Bookings?

My bookings is the central hub for the private request lesson bookings created through flaik. This tool empowers instructors to act as the concierge for their clients and create booking offers with private request lessons for their guests.

Pour passer au français / To change to French: My flaik -> Account settings -> Language -> Change Language -> French (Canadian) Pour passer à l'anglais / To change to English: Mon flaik -> Paramètres du compte -> Langue -> Changer de langue -> English

If you can't send a job from offers panel even though the details are approved and the offer box is green, you may need to check if the Job is open. If the Job shows as pending or closed, then you'll need to Open it prior to sending offers.

To open, click on the box in the top right-hand corner of the job card. Then click Open job in the right-hand action panel.

The job should now show as open and you're good to go!

Upon creation of a booking offer, your guest will be sent an email to their preferred email address. The email will provide a link to pay for the booking offer created by the instructor.

Clicking the "Lock it in" button will take them to their booking offer page which will allow them to confirm and pay for the booking offer. Your guest will need to confirm and pay for the booking offer and the associated lessons prior to them appearing as private lessons in your schedule.

What is My Classes?

My classes allows instructors to see their classes on the snow and let go of the carbon-copy paper chaos.

Whether uploading staff or updating staff, this list of certifications can be used with the upload template.

To promote a staff member to a supervisor, you need to use the tool provided in right hand menu in staff management.

First, navigate to staff management.

Then select the staff member or staff members that you would like to promote to a supervisor. Once selected, click on the +Promote to supervisor button in the right hand menu panel.

Confirm that you want to promote these staff members to supervisor and you're all set.

To access the season selector, click on the season button in the upper right-hand corner.

Select the season you would like to view. Seasons in the past can only be viewed as historical data, and they cannot be edited. A gray banner at the top of the site will appear to inform you that the information belongs to a past season.

Your profile photo is displayed alongside your name within flaik. For you, it'll appear most often when you browse to your own profile. The rest of your team, however, will see your photo quite often when they're working in flaik - please keep that in mind before uploading!

Follow along with the steps below to learn how to upload a profile photo.

Navigate to My Profile

The link to My Profile exists right next to your profile photo (or the default photo) at the top of the navigation bar.

Upload Image

In the upper left corner of your profile, you'll see your existing photo. If there isn't one yet, you'll see a silhouette of a person instead. Click UPLOAD IMAGE to continue.

Upload New Photo

If you don't have a photo uploaded yet, click UPLOAD NEW PHOTO. If you've already uploaded a photo in the past, you can use this tool to adjust the crop & scale.

Select Photo

Choose the desired photo from the file picker. Common image types are supported here. Your photo will be resized to 300 x 220, feel free to resize it yourself before uploading for the best result.

Rotate, Resize, and Re-center photo

Once you're happy with the result, hit the Save button on the bottom right corner of the window.

The Pickup tab in My Classes gives you the ability to keep track of who picked a child up and when. If your school enables it, the Pickup tab will also let you verify the identify of a guest via a security code.

To find the Pickup tab, simply open up one of your classes in the My Classes page. If you've got permission to view Class Management (typically supervisors and above,) you can view the Pickup tab for any class.

The Pickup tab outlines how many guests have not yet been signed out. For those that have, you'll find details on when they were signed out and the staff member at your school who recorded the pickup.

To record a pickup, simply tap on a guest, and the page will take you through the flow of signing them out.

Keep reading to see each step of recording a pickup.

Signing a child out

To sign a child out, tap on their name in the Pickup tab and follow the steps presented to you. There are up to three steps to complete, depending on how your school has set this feature up:

1. Relationship to the person picking the child up.

2. Initials of the person picking the child up.

3. Security code to pick up the child.

Let's run through each of these steps.

1. Relationship to the person picking the child up

If configured by your resort, you will be prompted to specify the relationship of the person picking up the child.

There are seven predefined relationships displayed. If the one you want doesn't exist, tap Other and a text box will appear. Use the text box to type in the relationship this person has with the child.

2. Initials of person picking up the child

The next step in the Pickup flow will be recording the initials of the person picking up. Use the text box on screen to type in their first and last initial.

3. Security code

The last step in this flow will be the security code. In this step, ask the person picking up the guest to provide the security code - this one is a simple yes or no prompt:

In the event this person doesn't know the security code, you will not be able to sign out the guest. At this point, please follow your resort's process for dealing with incorrect or not known security codes.

If the person does know the security code, tap Yes, they know the code. That's the final step in Pickup. Give everything a once-over and, once you have finished, tap Confirm to save the details.

To review who picked up a child, open up the Pickup tab and tap on their name. The tile will expand and you'll see the information associated to the pickup:

1. Navigate to Training

You will land on My Schedule () by default when navigating to your resort's flaik site on your mobile device.

You can find Training by selecting the menu icon () from the top left and selecting Training () from the list.

2. Register

Once you're in the training calendar, scroll to the date of the training clinic you're looking to register for. The colored dots indicate the clinic category determined by your resort. Our example below is an Alpine-specific Cert 2 training.

Throughout flaik, you'll find the Filters button in the upper left portion of the screen. Applying filters helps to quickly locate Instructors based on flaik data fields and information specified within your Instructor's profiles. With the Filters, you can include, exclude, or view only exact matches for various flaik fields.

Create filters to view a subsection of instructors based on flaik fields. With the ability to layer filters for different categories, you can create custom filters to view staff that meet very specific criteria. Quick save your favorite filters to your flaik profile for future use. You can find your favorite quick save filters by clicking on the ♥ icon.

Sharing your saved quick filters with other admins at your resort

You can share your saved quick filters with other admins at your resort by clicking on the ♥ icon and hitting the edit pencil on the right. Sharing filters is a great way to ensure that your whole team is using the same filtering actions.

Filter icon indicators

Default Filter Applied - When the Filters icon and ♥ icon appear grey, this indicates that either no filter or a pre-set filter is applied by default. Some flaik features will have no filters applied by default, while others will. For example, in the Tasks section of Scheduling, the pre-set default filter includes all On shifts.

Custom Filter Applied - When the Filters icon is blue, but the ♥ icon is grey, this indicates that a custom filter is applied (which has not been saved or shared).

Saved or Shared Filter Applied - When the Filters icon and ♥ icon are blue, this indicates that a previously saved or shared filter is applied.

Since different areas of the flaik site like Timekeeping and Scheduling>Tasks both contain different information, the items you can sort and filter by will be different as well. Because of this, each saved filter is tied to only that page. Example: If you build and save a filter in Timekeeping, it will not show as a saved filter up in Staff Management.

Creating day types

The next page is about creating the different types of days that you want. These typically correspond to what you've used in the past (peak, non-peak, holiday, etc.)

To create a custom day, click on + Add custom day type. It'll bring up the selection below. To start with, add a name for your day type. Then pick a color.

Next, simply click on the dates in the calendar on the right hand side to specify these days as that day type. In the image below, we've specified the 8th, 14th, 20th, 26th, and 29th November as Peak Days.

You can use the arrows on either side of the month/year to move across the season and create this day type for each month. Once you're done, hit Save.

Rinse and Repeat for additional day types. You should end up with something like this:

Once you've added in all of your day types, click Next.

The search bar tool in the top of the site allows you to search for schedules, guests, training clinics, and staff.

Once you have clicked into the search bar you can:

• Search for guests by first or last name

  • See the guest’s level and age

  • See guests with upcoming lessons show at the top of the search list

  • See the guest’s most recent (or upcoming) lesson

• Search for training clinics

  • See upcoming clinic dates and availability

  • Search by training clinic name or discipline

• Search for instructors by first or last name

  • See if they are currently in a class and/or have a shift for today

  • See their maximum teachable discipline (or see if they're in Hiring or Archived if they're not a current employee)

Quick links into different parts of the product are available in the global search and will differ based on your permissions.

Video Summary

In your email, you will see an invite from [email protected] with the name of your resort as the sender.

Click the Setup your flaik account button and your browser will take you to a page where you can create a password.

Come up with a secure password and re-enter it to make sure there aren't any typos.

Once you've created a password and logged in, save your resort's URL as a bookmark in your browser or to your device's home screen for quick future access.

You've made it to mailout. Congrats! This is the home stretch.

First, let's open up the group that you just created so that you can send out an availability request to these folks.

Select the check box in the right hand corner of the Availability Group and then click Open avail. group in the right hand menu.

You'll be prompted to confirm that you want to open the availability group. To continue, click Yes, open it.

Congratulations, your availability group is now open.

1. Create a Staff Tag (can be skipped if moving just one person, but highly recommended when moving multiple instructors)

   • Navigate to Admin Settings > Product Settings > Staff Management > Staff Tags

   • Create a tag to identify the people that will be moved. Save.
2. Add the staff tag to the applicable candidates

   • Navigate to Jobs > Talent Pool.

   • Add the new tag to the applicable people.

3. Archive

   • Click on the box to the left of the applicable people.

   • Select Archive from the right-hand menu, select 'Yes archive them'.

4. Unarchive

   • Navigate to People > Archive People.

   • Click on Filters > Add A Filter > Instructor Attributes > Staff Tags.

5. Verify success

   • Go to Staff Management. Search for the staff that you've just updated (reminder: you can filter by the staff tag) to verify that they're present.

6. Done.

You can add multiple staff to staff groups or staff tags as follows:

1. Navigate to Staff Management

2. Select the staff that you want to update. Click on either Manage Groups or Manage Tags in the right hand menu, depending on which you wish to add.

3. To add a Group/Tag, check the top box.

4. In the text box, either:

• Click the down arrow to select the appropriate check box(es)

• Start typing in the name of the group/tag that you want to assign to the staff. Once you see it appear in the drop menu, click on the applicable option(s).

Once the applicable staff group(s)/staff tag(s) have been selected, click Apply.

5. Quickly review the pop-up to make sure you're happy with the changes, then hit Save.

To get started with sending requests, head to the Mailout tab (top panel). You'll land in the Ready to send tab. This is where the staff that you just added to the group are sitting - waiting for an action. If you selected a particular date to send your calendars, then these folks will sit here patiently until that date.

If you selected send manually, then you'll need to select the folks you want to send a request to.

Once you've selected everyone you'd like to send a request to, click Send availability request in the action panel on the right.

You'll see a prompt to confirm. If you're ready, hit Yes, email them.

And then you're off to the races. In the Sent tab, you'll be able to track when the request was sent, when it was viewed, and when the last reminder was sent. You can also select staff and send them a reminder as well, if you need to (if all the automated ones have run out).

Once an instructor submits their availability, it'll be visible in the Responses section. We'll cover that in .

Availability waves - schedule your mail out

We know you're busy, so we've created a way to automate sending out availability calendars and automating the follow-ups.

First wave

First up, a question: Do you want to schedule your first wave of requests? This means that you can send out the first wave of requests for this group of staff on a specific date. If you select "Yes", then you'll need to specify what date you want to send the first request on.

After that, you can pick a submission deadline (you've got 4 options: 1 week, 2 weeks, 3 weeks, 4 weeks) and specify if the deadline is a hard or soft one.

A hard deadline means that instructors can not submit their availability past this date. A soft deadline means that instructors can submit their availability after this date but they will be reminded to submit by the due date.

Other Availability Waves

Once you've setup your first wave, you can setup your Other Availability Waves. These other waves are for instructors that you add to the group after the initial wave goes out. You've got two options with these staff - you can automatically send out the availability request when the instructor is added to the group or you can choose to send the availability request manually after adding the instructor to the group.

After you've selected this option, you can pick the deadline date and if you want to make it a soft or hard deadline as per the initial wave.

Reminders

The last part of automated notifications are the reminders. Here you can set after what period you want the first reminder to go out (1 through 4 weeks), how many weekly reminders should go (1 to 2) and when the deadline reminder should be sent out (1 to 5 days before the deadline closes.)

Once you've selected all these options, you're ready to click Next and move on.

If you need to remove someone from staff management (test staff member, instructor that is no longer working, etc...), you will use the Archive Staff function. This removes the staff member from active staff lists (staff management, scheduling, hiring) and will prevent the staff member from logging into flaik. All of the staff member's data will be preserved in the Archive if you need to restore them in the future.

To archive a staff member, head to staff management.

Select the individual (or individuals) that you would like to archive from the left check box and then click on "Archive staff" in the right hand action panel.

You'll see a prompt asking you to confirm that you want to archive the staff member.

Click "Yes, archive them" and they will be removed from staff management and placed in the staff archive.

If you need to send staff a reset password email, head to staff management and click on Invites.

In Invites, click on the Password Created panel.

Once you're in the Password created panel, select the instructor that you are looking for and then click on the Send Password reset button in the right hand action panel.

The instructor will receive an email within 5 minutes that they can click on to reset their password.

It is recommend that when updating staff groups or staff tags in bulk, you use the menu on the right-hand side and not do it by clicking on "Edit Staff" and updating the Staff Groups or Staff Tags column(s). Updating these columns will remove any existing tags on any of the applicable staff.

e.g., if an employee already has 2 tags and another tag is added by updating the column, it will remove the existing tags.

When an instructor recommends a level in a guest's report card, it's verified. Look for the tick to indicate if the ability level has been verified by an instructor.

To find someone, instructor or guest, just open the page you need and use the search bar inside it to find them on the page.

To jump to a task in scheduling task view, use the search bar and search for the task

1. Receive Availability Email

The guest's report cards tab provides the ability for instructors and supervisors to complete digital report cards for guests. The report card tab outlines how many report cards are yet to fill out and which guest's report cards have been completed.

Click on the guest you wish to view or fill out their report card for to.

Filling out report cards

Not getting emails from to your Gmail account? Work through the sections below to insure your inbox settings are not preventing delivery. 1. Have you added to your contacts list? 2. Have you looked in the Promotions tab of your gmail inbox?

3. Are you using the web-interface at to access your account, or an e-mail client or mobile device? If not the web-interface, switch to it now before moving on to the rest of the list.

4. Have you looked in the “All Mail” label for the missing messages? What about “Trash” (or “Bin”, but not “[imap]/Trash” or anything else)? What about “Spam”?

5. Have you used the Search Mail function (with the term “in:anywhere”) at the top of the page to look for the missing messages?

6. Do you have Settings->Inbox->Inbox Type set to anything other than the "Default" view? Have you check the other tabs if you use the tabbed Inbox. Have you checked past the first page of messages, especially if you’re looking for older messages?

If you need to update the start and end dates of multiple folks, you can use the bulk edit function. This allows you to select a number of staff and update the start and end dates (they need to be the same dates for everyone) for instructors.

We've created a quick video walkthrough of how to do this.

Select your Column Criteria

Individual columns can be updated in bulk. Some columns such as the instructor's start and end dates are required to send out job offers, so this can speed up the hiring process considerably!

Setting up minimum commitments (Irregular schedule)

Next step is to specify the minimum commitment that you need your staff to commit too.

Regular Schedule: For your regular schedule, this will be the 4 or 5 days that you want them to commit to as a full time staff member.

Part 4. Responses

You've done the hard yards. Now it's time to let the magic flow. Or at the very least, the instructors roll in.

The responses section will provide you with a quick view of who has submitted their calendar and what days they've committed too. The colors correspond to the colors you setup for the calendars.

In the example below, you'll see that for every day that Janessa Acevedo has submitted as being available, the count is 1. This indicates how many staff are available to work that day. The required number above it flows from the calendar and references how many staff you identified as required for that day. This way, you can track responses and get a good feel for how your instructors are helping you fill the supply chain.

Not getting emails from to your Yahoo account? Work through the sections below to insure your inbox settings are not preventing delivery. 1. Have you added [email protected] to your Contacts? 2. Check your spam folder. Yahoo's automatic bulk-mail filter does a decent job of making sure unwanted emails don't get to your inbox, but it makes mistakes occasionally. You should check the spam folder to see if the email(s) you're expecting accidentally ended up there.

3. If you find non-spam emails in the bulk folder, be sure to safelist the senders to make sure their messages get through alright in the future.

4. Take a look at your filters. Yahoo Mail includes a feature that helps you automatically sort messages as soon as they arrive. It's a convenient feature, but like spam, it's possible that a filter you set up could grab emails you don't intend it to.

Before you hunt through all of your folders, check the Filters section in your Yahoo Mail settings. Doing so will help you identify and fine-tune the rules you've set up if any problems exist. You can also check your filters to see which folders they use to help narrow down your search.

My Schedule lets you view the shifts and tasks that your resort has scheduled you for, allowing you to stay ahead of your day. My Schedule is available on both mobile and desktop.

On mobile, you will be automatically routed to My Schedule upon signing in. To view your schedule on desktop, open the navigation bar on the left and click My Schedule.

Mobile view

My Timesheets lets you view, approve, or dispute your pay for the day. Each resort will have specific rules regarding whether you should approve your timesheet every day, so check in with your Supervisor if you're unsure of what is expected.

After you've created a job or jobs, you'll need to add staff to your talent pool. To do so, hit the blue Add Candidates button in the right hand panel.

Upload multiple candidates via our simple or comprehensive templates

If you still have an email from [email protected] in your email inbox, you can check to see if you've unsubscribed and also re-subscribe to flaik communications by following the Manage Email Preferences link found at the bottom of every flaik email. If you don't have any [email protected] emails handy or would like assistance, use the "?" help button in the upper right corner of the flaik website to send a support request and our team will help confirm whether you've unsubscribed and help to reverse it.

Email templates

Request availability email template

Creating a New Group

You can create multiple groups for each calendar - it all depends on your requirements and end goal. For example, full time and part time staff might use the same base calendar but have vastly different rules to meet their minimum commitments. In this case, you would setup both a Full Time group and a Part Time Group and assign staff accordingly.

Let's start by clicking on Create new group.

Getting Started

Once you've (whether it's the Simple template or Comprehensive template), the first step will be to open that file.

Given the seasonal nature of the ski industry and the volume of staff turnover, flaik has designed the Staff Archive as a resting place for staff that no longer work at the resort. The idea here is that you can archive staff at the end of the season and then restore any archived staff to staff management or hiring if required.

Restoring Staff from the Archive

To restore staff from the Staff Archive, just select the staff profiles that you want to restore and click the blue restore profiles button.

You'll then have two options for where these folks get restored too - Hiring, if you want to send them a job offer, or Staff Management, if you want them to become an active staff member straight away.

Now let's add some staff to the availability group. Select the group again via the check box in the top right corner of the card and click on Add staff to avail. group from the right hand menu.

You'll now see a list of staff that you can add to the availability group. We've only got 4 staff below but if you've got the typical hundreds that should now be in staff management, you'll probably need to use the filters to isolate the staff group that you want to add to this particular availability group.

Select all the folks on the screen that you want to add to the availability group by using the hidden checkbox to the left of their names. When you've got all the right staff selected, click on Add staff members.

To remove multiple staff from staff groups or staff tags, please use the following steps:

1. Navigate to staff management.

2. Select the staff that you want to update. Click on either Manage Groups or Manage Tags in the right hand menu, depending on which you wish to update.

3. To remove the select staff from a staff group/tag, select the middle checkbox. To remove the staff from a staff group/tag and replace it with another option, click the bottom box.

Availability is all about helping you streamline the process of having your instructors submit the days they can work for the season - based on your requirements.

There are four parts to Availability:

For more information on Availability, check out .

In addition, Availability can integrate with your program tasks to give your staff the ability to sign up for every day of a program in one click. Learn more in the section.

If you want to add someone to a staff group and/or a staff tag, you can do it via the General Tab in their Staff Profile in Staff Management.

Click Edit general info and then click inside the Staff Groups or Staff Tags field. It will bring up all the possible options, so just select the option(s) that you want to apply to this particular instructor.

Once you've selected all the staff groups or staff tags that apply, click Save.

You will see that the instructor has the staff groups or tags specified attached to their profile. Now, when you filter for these particular attributes, this instructor will be included in the results (as well as everyone else associated to the staff group or tag used in the search).

Video Overview

Staff groups and staff tags allow you to quickly and easily reduce a full list of instructors down into just a smaller subset of staff. Used on their own or in conjunction with other filters such as discipline, languages, supervisor, job title, & employment type, staff groups and staff tags serve as great methods for filtering staff.

In Staff Management, you can sort or change the fields that you are viewing.

Sorting

Sorting will allow you to sort based on the columns visible on the screen, in either Ascending or Descending order. Just click on the button next to "Sort by" in order to bring up the modal. Then select the column that you want to sort by, and how you want to order it and then click "Apply". The columns will then be sorted in the order specified.

Changing Data Columns in List View

We restrict the number of columns that you can view in Staff Management to 5. You can change these fields using the gear icon as show below. Just click on the Gear Icon to bring up the Change Fields Panel.

Now that you've created your day types, you've got an opportunity to add in the required staff you need for that day and the Daily Limit.

Required Staff:

• The required staff is an internal number based on how many instructors that you anticipate needing for this particular day. This could be based on historical numbers plus a growth factor for this season.

Every fall, ski and ride school leaders from across North America gather to do something the industry rarely makes time for: think strategically, share what's working, and build the operational muscle to run a better school next season.

flaikfest '26 is coming

September 29 – October 1, 2026 · Nita Lake Lodge, Whistler, BC. New this year: the New User Summit — a dedicated onboarding track for teams in their first season with flaik. Check out the event site: https://flaikfest.flaik.com

flaikfest '25 · Sunday River, Maine

21 speakers. 32 sessions. 3 days. The Directors Summit — a peer-led roundtable for resort leaders — was rated the most valuable session in the event's history. Product discovery workshops filled both times they ran. And for the first time, new resort partners got their own dedicated track: the New Resort Summit — a full onboarding day designed to compress the learning curve and get teams season-ready fast. The après was pretty good too.

Standout sessions:

• New Resort Summit — dedicated onboarding day for first-season partners

• Directors Summit — closed-room peer dialogue for resort leaders

• Dollars & Sense: timekeeping, incentives, and payroll setup

"The directors summit was eye opening." — Bridger Bowl

flaikfest '24 · Whistler, BC — Nita Lake Lodge

Year 2, and the event hit its stride. The Directors Summit debuted as an invite-only roundtable and immediately became the session everyone was talking about — on and off the mountain.

Standout sessions:

• Directors Summit — strategic roundtable for resort leaders

• Driving business outcomes with flaik (workshop)

• Year-round mountain sport school operations

"It is great to see our suggestions come to reality." — Tremblant

flaikfest '23 · Lafayette, Colorado

Where it started. A small founding cohort of resort leaders who helped set the edges for what flaikfest would become. High satisfaction, high signal, and a product feedback session that directly influenced the following year's roadmap.

Standout sessions:

• Product feedback workshop

• Tech stack and integration deep dives

• Metrics & reporting

• Season setup and configuration best practices

What gets covered

Payroll & timekeeping · Reporting & analytics · Product discovery · Instructor availability · Season planning · Lesson & class management · flaik Bookings · Hardware & scanning · POS integrations · Staff onboarding & adoption · Programs & lineups · Guest management · Pre-season setup · Director leadership roundtables

How to create new booking offer:

Navigate by clicking the menu in the upper right -> click My Bookings

Step by step guide:

In the bottom of your screen, click "Create new booking"

Search your availability, select "Base" (if required) and "Lesson"

1. Change the calendar to the month of lessons desired

The right and left arrows on the calendar will page the months.

2. Select a date/s of lessons desired

Click the date or dates of lessons desired. For each date selected, a lesson item will display below.

Add lessons to the booking offer

Click the "Add to booking" under each lesson wanted for your Guest.

For each lesson item in the booking a "IN CART" identifyer will be shown on the calendar.

Continue booking offer with lessons and attach Guest

Click "Continue" to proceed to Guest assignment

Click "Select guest" to continue

Select the Guest that this booking offer is for

Search, scroll, and/or filter by All guests or Private guests to find the relevent guest for your lessons.

Add guests and notes for lessons

Each lesson is assigned to the Guest selected

1. Assign lessons to household

We will also show household members if present and they can be assigned separately to each lesson.

Expand the "Guests" tab to select household members

2. Add lesson notes to each lesson

If desired, lesson notes can be added per lesson. These are not shared with the guests and are for your reference to recall objectives or other instructions.

Expand "Lesson note", per lesson item to add notes.

Review "Confirm booking" page to finalize booking offer

This is the final page to review all of the booking details. If anything is inaccurate, you can select "Change lessons" or "Edit guests".

Click "Confirm" to finalize booking

You will receive a popup dialog of the next steps for your booking offer and the duration of the expiration period.

Not getting emails from [email protected] to your Hotmail, MSN, or Outlook account? Work through the sections below to insure your inbox settings are not preventing delivery.

A. Filter Settings of the account.

To ensure that your account filter settings are not causing incoming email not to be delivered to your account, I suggest that you check your settings by following the steps below:

Check your Junk folder

1. Sign in to

2. Click on Junk on the left pane.

3. Check to see if the missing mail is in this folder.

4. If you see any messages that should have been delivered to the Inbox , click the box on the left of each message to put a check mark and then click the Not Junk button.

Check your Blocked sender list

1. In the upper-right corner of the page, click the gear icon, and then click Options. Under Preventing junk email, click Safe and blocked senders.

2. Click Blocked senders.

3. In the Blocked senders list, select the name or domain (the part of an e-mail address that follows the @ sign, such as hotmail.com) that you now want to receive mail from, and then click << Remove from list.

Add the email address to your Safe senders list

1. In the upper-right corner of the page, click the gear icon, and then click Options. Under Preventing junk email, click Safe and blocked senders.

2. Click Safe Senders.

3. In the text box, type in the email address or domain you’d like to always receive email from, and then click Add to list >>.

Check your Email Rules

1. In the upper-right corner of the page, click the gear icon, and then click Options. Under Customizing Outlook, click Rules for sorting new messages.

2. Perform one of the actions as per your requirement:

Click Edit next to the rule that you want to edit.

Or

Choose the rule that you want to delete and click Delete.

Note: Not all international characters are supported as filters.

Check your Junk Mail Settings

1. In the upper-right corner of the page, click the gear icon, and then click Options.

2. Under Preventing junk email, click Filters and reporting.

3. Under Choose a junk e-mail filter, choose the level of protection that you want, and then click Save. If the Exclusive level was set, messages from senders not on your Contacts or Safe sender’s lists will have been sent to the Junk e-mail folder.

Check your Reply-to address

1. In the upper-right corner of the page, click the gear icon, and then click Options. Under Writing email, click Reply-to address.

2. Select Current e-mail address box or circle.

3. Click Save.

B. Mail Client Settings.

You might not also send or receive emails due to incorrect configuration when accessing account using a different Mail Client app.

C. Your inbox is full

You need to delete your emails and leave the ones that are important to save space.

D. Have you previously unsubscribed from flaik emails?

If you believe you have unsubscribed previously from flaik emails and need to be taken off the unsubscribe list, please contact [email protected]

If you are still unable to find the email in your inbox, contact or use New Support Ticket button.

If you have decided to pay your instructors for training and want to setup an allowance of hours that each instructor can be paid for training, there are a few steps that will need to be taken care of in Settings and Staff Management.

Enabling at your resort

The first step to enabling the Paid training budget at your resort is to goAdmin -> Product settings -> Timekeeping → Paid training budget.

Paid Activities

• Navigate to Paid Activities and then select Training Association from the right-hand side menu.

• Check out what paid activities are associated with the various training clinic categories

• Back on the Paid Activities page, view the applicable paid activities you wish to use for the paid training allowance feature.

• Ensure the following two fields are configured correctly

  • 'Wage Type' is set to 'Training Wage'

Staff Management

Once the above changes have occurred, you can define a paid training budget (in hours) for your instructors:

• Individually, via the Employment tab on a staff profile, or;

• In bulk, using Staff Management → Bulk Edit with the Paid Training Budget Hours column specified.

If this feature is enabled, three new columns available in Staff Management to view the relevant data.

• Paid Training Budget Hours

  • Is the value set during the above step

• Paid Training Budget Used Hours

Timekeeping

When wages for training-related paid activities are calculated, the instructor’s remaining training budget is considered:

• Full pay, partial pay, or no pay is applied depending on available budget.

• Paid training budget usage is updated only upon timesheet approval.

  • Pending timesheets are not counted toward current usage or remaining budget.

There are three types of training pay: full pay, partial pay, or no pay. In Timekeeping -> Timesheets if training pay is partial or no pay, this will be visible when you hover over the training pill or view the training clinic paid activity.

Your staff will be informed if they have had partial or no pay because they have hit your training budget when they view My Timesheets. The first paid activity is full pay, 2nd paid activity is a partial pay, and 3rd paid activity is no pay applied.

Questions? Please get in touch with the .

You may want to host training clinics and pay your staff for participating. This is particularly common for mandatory clinics like early-season orientations. Training does integrate with Timekeeping in order to allow this, but there are some key things you should know about how it behaves in order to decide the approach that works best for you.

Prerequisites for Using Paid Clinics

If you'd like to set up a paid clinic, the clinic type must be associated to a paid activity. To do this, see Timekeeping - Creating and Associating Paid Activities.

For a paid activity to generate for clinic attendees, they will also need to be scheduled for an on shift. If the attendee doesn't have a shift or is scheduled for an off shift, they will not appear in Timekeeping and therefore paid activities will not generate for them.

Keep reading to learn more about the two approaches to pay your staff for attending trainings: paying via paid clinics in Training and paying via paid tasks in Scheduling.

Paid Clinics vs. Paid Tasks, Pros & Cons

Creating a paid clinic in Training is not the only way you can pay staff for attending a clinic. Similar to how you pay trainers for clinics via a paid task in Scheduling, you can do the same for attendees as well. This allows you to set all your clinic types up as "unpaid" and generate your paid activities from data in Scheduling instead. To help you decide how to set your site up, here's a breakdown of the pros & cons of using the paid clinic approach:

Pros of paying attendees out of Training

• Staff who register for clinics will only be paid if the trainer marks them as attended.

• If they are a no show, and marked as such by the trainer, then a paid activity will not generate.

Cons of paying attendees out of Training

• Anyone can sign up for a published clinic, but they need to be scheduled for an on shift in order to be paid. This can be difficult to manage as an admin - even if you are assigning people into the paid clinic, you'll need to keep track of the roster and schedule everyone for an on shift in Scheduling.

Pros of paying attendees out of Scheduling

• As mentioned above, clinic trainers can only be paid via tasks in Scheduling. Paying attendees in the same way keeps it consistent. And, because your attendees need to have on shifts in order for paid activities to generate, chances are you're looking at Scheduling anyway.

Cons of paying attendees out of Scheduling

• You have to manually apply tasks in Scheduling when your staff attend training clinics, which adds an extra step. To make this easier, you can use the pills shown in the screenshot below to quickly identify people who have attended or led trainings.

How Clinics Are Referenced Within Other Features

Both clinic attendees and trainers will have a pill appear on the timeline in both Scheduling and Timekeeping. The pill will differentiate between attendees and trainers:

General

The General in My Profile will hold Personal Information as well as Contact and Address.

Employment

The employment tab will hold pertinent information to your current and past season employment changes such as job title, start/end dates, employment type, and wage history.

Teaching

The teaching tab displays a teaching summary of the guest feedback throughout the season.

The class breakdown displays a more granular set of data broken down by teaching tasks taught throughout the season.

Training

The training tab provides an experience summary for clinics attended and missed, as well as total clinic hours attended versus total clinic hours teaching.

Season goals are used as a helpful track tool to accomplish seasonal goals through clinic attendance.

The training timeline summarizes all attended clinics ordered by consecutive dates.

Evaluations

The evaluations tab displays current and previous season evaluations during your time with the resort. To view an evaluation, hover over the evaluation block and select View

Documents

The documents tab holds any pertinent documentation specific to your profile. These documents are only visible to you and the management team with permission to upload documentation. Supervisors may use this to upload season notes or HR paperwork

You can download staff data using the bulk update function available in either staff management or hiring.

First head to staff management.

You'll then need to select the staff for whom you'd like to download data. If you want to download all staff data, you can check the box next to the heading Name as shown below.

Once you've selected the staff that you want to download data for, click on the Bulk Update Staff option in the right hand panel.

This will bring up the bulk update panel. To download existing staff data, select either the Simple template or Comprehensive template. This will automatically download the file containing the staff data that you need.

• Simple Template

  • Has 8 columns

  • The four mandatory fields (First Name, Last Name, Email, Primary Discipline) must be entered.

Next Step

Check out how to the updated staff details.

Getting to Availability

To start with, navigate to Availability via the left-hand menu. It's located under Scheduling.

Getting started with the basic details

To get started, click on Create new calendar.

To get started setting up your calendar, choose a name. For example, this could be "Adult Alpine" or "Base Location B."

Next, choose the start and end dates - these may or may not correspond to your season dates. The start date will be the earliest date available on the calendar that an instructor can select. The end date will be the last date possible that an instructor can select.

If you click Advanced options ▼ you'll see two new options, if you want to use them: employment type and primary discipline.

Lastly for the initial setup page is the type of calendar you want your rules to be based on: days or points:

• Days means that you can create specific rules around how many days an instructor needs to commit to.

• Points mean that you need to assign a specific number of points to each day type you create and then your rules are based on how many points an instructor needs to commit to.

Once you've filled in the details, we're just about ready to move onto the next step.

Looking good? Hit Next to get started with day types.

When configuring availability groups, you can choose to include a list of your program dates for your instructors to select when filling out their availability responses. Selecting a program will automatically fill in the dates.

Video overview

Step-by-step

Create a Program task

First, you'll need to make sure you have a program to reference in your availability group. Navigate to Admin Settings -> Product Settings -> Tasks.

Click Edit. Underneath the desired scheduling area, click Add a task.

Make sure the task type is set to Program. You'll notice a Date section appears:

Click Add another date to specify a date that this program is scheduled to occur. Repeat this step to add all the dates necessary.

Ensure all required fields, such as Discipline and Name, are filled out.

If everything looks good, click Save.

Configure program settings in your availability group

Next, navigate to Scheduling -> Availability

Select the desired availability group and click Edit availability group.

At the bottom of the first pane, you'll see a section titled Program settings:

Click on the drop-down menu to expand it. This is a list of every program task you've created in Admin Settings.

Select the desired programs and click Apply.

If this is an existing group, advance to the last page and click Save. If this is a new group, continue through each page of the setup process and configure as needed. Check out for more info.

Filling out the availability response - Selecting programs

Lastly, let's take a look at what your staff will see when filling out their availability response.

When your staff start to fill out their availability responses, they will see a list of selectable programs based on what you have chosen when setting up the availability group.

If they select a program, the calendars below will automatically select all the dates of the program, locking them in. Hovering the cursor over a locked date will indicate why it is locked.

From here, your staff can fill out their availability as desired.

Head to Talent Pool

The Hiring tool was created to help you streamline the way you hire staff and provide visibility to your team on where you're at and how many instructors you still need to hire.

To start with Hiring, you need to create a new job. Simply click the "Create new job" card in the Jobs Page to get the ball rolling.

Add Six Job Details

Overview

1. My Profile

What if I'm not receiving flaik emails?

1. Check your junk/spam folder for emails from , use the search bar and enter the email address.

We get it - it happens. Sometimes there's a couple instructors that get the wrong calendar. Or perhaps they changed their commitment level for the season - part time to full time, or vice versa, etc. If only they told you a few weeks ago!

Well, that just means you need to send them a request to fill out a new Availability calendar.

The first step here is removing the instructors from the group they're in. To get started, head to Mailout.

The first order of business is finding the instructors you'd like to remove. If you haven't yet sent them the request to fill out their calendar, they'll fall under the Ready to send tab. If you already sent them a request, then they'll land under the Sent tab or the Response submitted tab, depending on how far along they got with the original request.

Will a clinic attendee's schedule throw a conflict if their clinic overlaps with a task?

In Scheduling, no conflicts will be created. However, a black "Training" or "Trainer" pill will appear on the timeline to signify that the instructor has signed up for a clinic.

Timekeeping, however, cannot accept conflicts between paid activities. If you schedule an instructor who attended a paid clinic for a task that's also associated with a paid activity, Timekeeping will have to throw one of the paid activities out.