Add/Edit Staff and Allocate to a site

  Table of Contents
  1. Introduction
  2. Adding / Editing Staff
  3. Allocating Staff
  4. Reallocating Staff


This Quick Ref shows you how to add or edit staff and then allocate them to the correct site or agency via the Desktop.

Go to Staff > Staff tab [3] > select a Site [1] from the left menu.

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Adding / Editing Staff

To add a new member of Staff, click the Add [2] button.

To edit an existing member of Staff, click the member of staff you be edited.

The Add Staff window will open and default to the Staff Tab [4].

In the Staff tab [4] record/edit the following details:

  • Full Name
  • First Name
  • Status
    • Open = currently in employment
    • Closed = no longer in employment
    • Absent = Do not use
  • Payroll No.
  • Employee No.
  • Timesheet No.
    • This can be defined in Staff > Admin > Configure > Timesheet Number format
  • Workbook No.
    • This can be defined in Staff > Admin > Configure > Workbook Number format
  • Position
    • Add new positions via Staff > Admin > Positions
  • Site (select the site where they will be working)
  • Qualifications
  • Date of Birth (DOB)
  • National Insurance (NI) Number
  • DBS Number
  • DBS Expiry Date
  • Agency (Use if Type set to Mobile: add new Agency via Staff > Admin > Positions)
  • Type
    • Standard = Full time employee
    • Mobile = Agency or Contractor

In the Address tab [5] record/edit the following details:

  • Address
  • City
  • County
  • Postcode
  • Phone (do not enter the mobile number)
  • Mobile (do not enter a landline number)
  • Email
  • Emergency Contact (enter full name)
  • Relationship
  • Phone (mobile or landline number)

In the Contract tab [6] record/edit the following details:

  • Hours (agreed working hours Mon to Fri)
  • Contract hours (this will be automatically calculated from Hours Mon to Fri)
  • User name (For staff attendance logs)
  • PIN (For staff attendance logs)
    • Enable this feature in Staff > Admin > Configure > Use staff PIN code in attendance checkbox
  • Employment started (start date)
  • Employment ended (end date)
  • Start time (agreed starting time 24hr)
  • End time (agreed end time 24hr)
  • Cost per hour (This must be filled in; this is the staff rate which is connected to Staff Cost Reporting KPIs)
  • Pay per hour (basic pay plus additional costs e.g. pension contributions, etc.)

The Training tab [7] is populated from the Training records stored in Staff > Training.

In the Note tab [8] record/edit any important notes.

In the Docs tab [9] upload any important documents e.g. DBS Document.

When you have filled in each of the Add Staff window tabs click Save [10].

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Allocating Staff

After creating a Staff record go to Staff > Allocation [1] > select the Site [2] the member of staff is saved to > select the Staff name [3].

In the Allocation window enter the Start date [4], End date [5] and press Enter.

Click Save [6].

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Reallocating Staff

At the end of a site placement, you may need to reallocate the staff member. Click on the first Empty field [1] and select a Site [2] from the drop-down menu.

Set the new Start date [3], End date [4], press Enter and click Save [5].

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