Staff

Manage your team members, roles, and workforce.

Overview

The Staff section provides complete workforce management. Add team members, define roles, track qualifications, manage availability, monitor performance, and maintain all employee information.

Accessing Staff Management

Navigate to Rotas & Staff > Staff

Staff Directory

Viewing All Staff

Complete team overview:

Staff List Display

• Staff photo
• Full name
• Role/position
• Employment type
• Contact information
• Current status
• Quick actions

List Views

• All staff (default)
• Active staff
• Inactive staff
• By venue
• By department
• By role
• Custom filters

Staff Cards

Individual staff cards show:

Key Information

• Profile photo
• Name and role
• Employee ID
• Department/venue
• Contact details
• Employment dates
• Current status

Quick Stats

• Hours this week
• Upcoming shifts
• Attendance rate
• Performance rating
• Last shift date

Quick Actions

• Edit profile
• Assign shift
• Send message
• View schedule
• Performance review

Adding New Staff

Create Staff Profile

Add team members:

1. Click Add Staff or +
2. Enter staff details
3. Upload photo (optional)
4. Configure settings
5. Set permissions
6. Save profile

Basic Information

Personal Details

• First name
• Last name
• Date of birth
• Gender (optional)
• Profile photo
• Emergency contact

Contact Information

• Email address
• Mobile phone
• Home phone (optional)
• Address
• Postal code
• Country

Employment Details

• Job title/role
• Department
• Venue(s)
• Start date
• Employment type
• Employee ID
• Manager/supervisor

Employment Types

Full-Time

• Regular contracted hours
• Typically 35-40 hours/week
• Standard benefits
• Predictable schedule

Part-Time

• Reduced contracted hours
• Set weekly hours
• Pro-rata benefits
• Regular pattern

Casual

• Variable hours
• No guaranteed hours
• Flexible availability
• On-demand basis

Contract

• Fixed-term contract
• Specific duration
• Project-based
• End date specified

Temporary

• Short-term assignment
• Cover absence
• Seasonal work
• Trial period

Roles & Positions

Defining Roles

Set job positions:

Front-of-House Roles

• Manager
• Assistant Manager
• Head Waiter/Waitress
• Waiter/Waitress
• Host/Hostess
• Bartender
• Bar Back
• Sommelier

Back-of-House Roles

• Head Chef
• Sous Chef
• Chef de Partie
• Commis Chef
• Kitchen Porter
• Dishwasher
• Prep Cook

Support Roles

• Cleaner
• Maintenance
• Security
• Administrator
• Marketing

Role Configuration

For each role, define:

Requirements

• Minimum age
• Required qualifications
• Necessary certifications
• Experience level
• Skills needed
• Training completed

Permissions

• System access level
• Schedule visibility
• Booking access
• Reporting access
• Management functions
• Settings access

Pay Rate

• Base hourly rate
• Overtime rate
• Weekend rate (if different)
• Holiday rate
• Tips/service charge
• Bonuses

Multi-Role Staff

Staff with multiple positions:

• Primary role (main position)
• Secondary roles
• Different pay rates per role
• Scheduling flexibility
• Cross-training benefits
• Increased utility

Pay & Compensation

Setting Pay Rates

Configure compensation:

Hourly Rate

• Standard rate
• Minimum wage compliance
• Market rate consideration
• Experience-based
• Regular reviews

Overtime Rates

• Time-and-a-half (1.5x)
• Double-time (2x)
• After X hours (e.g., 40/week)
• Weekend rates
• Holiday rates

Additional Pay

• Tips/service charge
• Bonuses
• Allowances
• Commission
• Shift differentials
• Travel expenses

Pay Rate History

Track changes:

• Date changed
• Previous rate
• New rate
• Change reason
• Approved by
• Effective date

Qualifications & Certifications

Required Certifications

Track mandatory credentials:

Common Requirements

• Food Safety/Hygiene
• Responsible Service of Alcohol (RSA)
• First Aid
• Fire Safety
• Allergen Training
• Barista License

Document Management

• Upload certificates
• Set expiry dates
• Automatic reminders
• Renewal tracking
• Compliance monitoring

Skills & Training

Record competencies:

Skill Categories

• Technical skills
• Customer service
• Languages spoken
• Special abilities
• Equipment operation
• Software proficiency

Training History

• Course name
• Date completed
• Trainer/provider
• Certification earned
• Next renewal date
• Training documents

Compliance Tracking

Ensure legal compliance:

Alerts for:

• Expiring certifications
• Missing qualifications
• Overdue training
• Legal requirements
• Renewal deadlines
• Non-compliant scheduling

Availability Management

Setting Availability

Staff availability patterns:

Regular Availability

• Set weekly pattern
• Recurring schedule
• Preferred days/times
• Unavailable periods
• Maximum hours

Temporary Changes

• Time-off requests
• Holiday periods
• Medical appointments
• Personal commitments
• School schedules (if applicable)

Availability Calendar

Visual availability display:

Status Indicators

• Available (green)
• Unavailable (red)
• Preferred (blue)
• Maybe (amber)
• Already scheduled (grey)

Time-Off Requests

• Request dates
• Reason (optional)
• Approval status
• Manager notes
• Approved/denied

Staff Scheduling

Assigning Shifts

Schedule staff members:

From Staff Profile

1. Open staff profile
2. Click Assign Shift
3. Select date and time
4. Choose role
5. Set details
6. Save shift

Scheduled Shifts View

• Upcoming shifts
• Past shifts
• Total hours
• Shift history
• Attendance record

Shift Preferences

Staff preferences:

Preferred Times

• Morning shifts
• Evening shifts
• Weekend availability
• Flexible
• Specific days only

Maximum Hours

• Weekly hour limit
• Daily hour limit
• Consecutive day limit
• Break preferences
• Overtime willingness

Performance Tracking

Performance Metrics

Monitor staff performance:

Attendance

• On-time percentage
• Late arrivals
• Absences
• No-shows
• Leave taken

Schedule Compliance

• Shifts completed
• Early departures
• Shift swaps
• Overtime hours

Customer Feedback

• Customer ratings
• Compliments received
• Complaints
• Special recognition
• Reviews mentioned

Manager Assessments

• Regular reviews
• Skill progression
• Areas for improvement
• Strengths
• Development goals

Performance Reviews

Conduct formal reviews:

Review Schedule

• Probation review (3 months)
• Annual reviews
• Six-month check-ins
• As needed

Review Components

1. Performance discussion
2. Goal review
3. Skill assessment
4. Training needs
5. Career development
6. Compensation review
7. Action plans

Documentation

• Review notes
• Agreed goals
• Development plan
• Sign-off
• Follow-up dates

Staff Status

Employment Status

Track employee status:

Active

• Currently employed
• Scheduled for shifts
• Full system access
• Default status

On Leave

• Temporary absence
• Medical leave
• Parental leave
• Sabbatical
• Return date set

Suspended

• Temporary suspension
• Disciplinary action
• Investigation pending
• Limited access
• Duration specified

Inactive

• Left employment
• No longer scheduled
• Limited system access
• Historical records retained

Archived

• Historical records only
• Completely removed from active system
• Retained for legal/record purposes

Managing Departures

When staff leave:

Exit Process

1. Set departure date
2. Update status to inactive
3. Remove from future schedules
4. Process final pay
5. Collect company property
6. Exit interview (optional)
7. Archive records

Access Management

• Revoke system access
• Remove from staff lists
• Maintain historical data
• Update reporting
• Handover responsibilities

Staff Documents

Document Storage

Store employee documents:

Personal Documents

• ID/passport
• Proof of right to work
• Tax forms
• Bank details
• Emergency contacts
• Contract

Employment Documents

• Signed contract
• Job description
• Offer letter
• Policies acknowledged
• NDA/confidentiality
• Handbook receipt

Certifications

• Training certificates
• Professional licenses
• Medical clearances
• Background checks
• References

Performance Documents

• Review notes
• Disciplinary records
• Commendations
• Warning notices
• Development plans

Document Security

Protect sensitive information:

• Encrypted storage
• Access control
• Manager-only access
• Audit logging
• Secure deletion
• GDPR/privacy compliance

Communication

Messaging Staff

Contact team members:

Individual Messages

• Direct email
• SMS/text message
• In-app notification
• Phone call
• WhatsApp message

Bulk Communications

• All staff
• By venue
• By role
• By department
• Custom selection

Message Types

• Schedule notifications
• Policy updates
• Important announcements
• Reminders
• Emergency alerts

Staff Portal

Self-service access:

Staff Can:

• View schedule
• Request time off
• Swap shifts
• Update availability
• Clock in/out
• View pay stubs
• Update personal details
• View documents
• Message management

Reporting

Staff Reports

Generate workforce reports:

Standard Reports

• Staff directory
• Contact list
• Role distribution
• Hours worked
• Labor costs
• Attendance summary
• Performance overview
• Training matrix
• Certification status

Custom Reports

• Choose parameters
• Select fields
• Filter data
• Group results
• Export format

Export Options

Download staff data:

• Excel/CSV
• PDF directory
• Contact cards (vCard)
• Mailing labels
• Custom formats

Best Practices

Effective Staff Management

1. Complete Profiles - Maintain accurate information
2. Regular Updates - Keep details current
3. Document Everything - Training, reviews, issues
4. Fair Treatment - Consistent policies
5. Open Communication - Regular feedback

Compliance & Legal

1. Verify Right to Work - Before employment
2. Track Certifications - Ensure current
3. Document Policies - Clear expectations
4. Privacy Protection - Secure personal data
5. Regular Audits - Check compliance

Performance Optimization

1. Set Clear Goals - Specific, measurable
2. Regular Feedback - Don't wait for reviews
3. Recognize Success - Acknowledge achievements
4. Address Issues - Promptly and fairly
5. Develop Skills - Invest in training

Staff Retention

1. Fair Compensation - Competitive rates
2. Work-Life Balance - Respect availability
3. Career Development - Growth opportunities
4. Recognition - Appreciate contributions
5. Good Culture - Positive environment

Troubleshooting

Can't Add New Staff

If unable to create profile:

• Check permissions
• Verify email unique
• Complete required fields
• Check staff limit (plan-based)
• Contact support

Staff Not Receiving Notifications

Communication issues:

• Verify contact details
• Check notification settings
• Test email delivery
• Check spam folders
• Verify app installation

Availability Not Updating

If changes not saving:

• Refresh page
• Check internet connection
• Verify permissions
• Clear cache
• Try different browser

Incorrect Pay Calculations

If costs seem wrong:

• Verify hourly rates
• Check overtime settings
• Review shift hours
• Confirm effective date
• Recalculate totals

Support

Need help with Staff management?

• Email: [email protected]
• WhatsApp: WhatsApp Support

Related Pages

• Rota Timeline - Visual schedule view
• Rota List - Schedule list view
• Manage Rotas - Schedule management
• Shift Templates - Shift patterns

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Data Privacy

Staff information is sensitive. Ensure compliance with employment laws and data protection regulations (GDPR, etc.).