Staff registration

  1. Terms, privacy statements, opt-ins and consent
  2. Contract signatory
  3. Disable Registration Form

Terms, privacy statements, opt-ins and consent

Here is where you add your legal and GDPR requirements.

You can add these such items with that are supported with legal document copy:

  • Terms and conditions
  • Work contracts
  • Privacy statements
  • NEST Pension scheme terms
  • Handbooks

And add consents and opt-ins (without legal document copy), as you may need for people to just opt-in/out to such things as:

  • Opt-in to be contacted
    • Email, SMS, phone
  • Agreeing to the processing of their data.
    • This statement is required for GDPR rules, and if not ticked the applicant will not be able to proceed
  • I agree the terms of the 'some external provider'.
    • Whereby you can link this to an external terms URL

To add such things so to Settings > Staff registration > Terms and Conditions. You will now notice that your terms are in a list format.

Click on 'add new' to add a new set of terms or an opt-in statement. The details to add are as follows:

  • Name (mandatory)
    • Give your terms a name. This is for your reference only within this section.
  • Internal short name (mandatory)
    • This will show on the staff profile overview page in the last column to show you the date and time they agreed. Keep it to below 30 character so as to keep the overview page looking tidy.
  • Staffarea consent, terms or opt-in label (mandatory)
    • This is what the staff will see in their staff area as the main title
  • Staffarea description
    • To better explain what staff are opting in or agreeing too you can add a detailed explaination here for them to see in their staffarea
  • Staffarea description popup dialogue if staff opt-out after being opted-in
    • If staff have opted-in and/or agreed and later was to opt-out/disagree this will present them with a message as to the consequences of opting out.
  • Stop emailing staff invites and job alerts if opted-out
    • Set this if you want the system to stop emailing staff with job invites and alerts if opted-out
  • Stop texting staff invites and job alerts if opted-out
    • Set this if you want the system to stop SMS'ing staff with job invites and alerts if opted-out
  • Stop emailing staff general emails if opted-out
    • Set this if you want the system to stop emailing staff with general communications if opted-out
  • Stop texting staff general emails if opted-out
    • Set this if you want the system to stop SMS'ing staff with general communications if opted-out
  • Make staff inactive if opt-out
    • Set this if you want staff to be automatically set a status of inactive when opted out.
  • Staff must opt-in/accept to progress with registration process
    • Set this if staff MUST agree or opt-in to progress with the registration process
  • Staff must sign their signature
    • Set this if you would like to take a signature with this opt-in, consent, privacy, terms, etc.
  • Staff must agree to these terms on next login
    • Tick this box if you require staff to agree to these terms or opt-in on their next staffarea login.
    • A log will be kept of each time this is ticked
    • Upon pressing submit the button will reset to unchecked so it can be ticked again in the future
  • Still allow staff to be paid if not set to opt-in
    • If this is ticked it doesn't prevent this person shifts from being exported to payroll if they haven't agreed or opted-in
  • No terms copy required
    • If this is just an 'opt-in' as such then you can tick this to not have any legal copy associated.
  • I agree text
    • This is the statement by which they agree to with a checkbox next to it. You can also add links to this statement to link to external URL's using the 'Insert > Insert Link' in the menu.
  • Please add the terms copy here
    • If you require terms copy, privacy statement copy, handbook copy, etc to be added, please add the copy here.
  • Use for shift confirmation
    • Tick this checkbox if you want staff to agree to the terms on each shift confirmation
  • Shift confirmation 'I agree text'
    • The text you want staff to see for this in the email shift confirmation. eg:
      • I have read and agree to the Terms of Employment
      • I have read and agree to the Privacy Policy
      • I agree to use my phone to take pictures and complete feedback after each visit. Staffwise do not take any responsibility and we are not liable for any loss or damage to your phone and property.
  • Use for shift confirmation only
    • Tick this checkbox if you don't want these terms to show on the registration form you can. Thereby only showing on shift confirmation.
  • Use only for staff with these tags
    • Tick this if you want to limit who can see this op-t-in in their staffarea. This is useful should you have terms that will only apply to certain staff and they need to opt-in
  • Staff tags
    • Simply add the tag or tags and then only staff within these tags will see this opt-in.

To make sure your terms show on your shift confirmation emails go to the job overview to select which you need staff to agree to per job.

You also have the following options per opt-in:

  • Active / Inactive
    • When you add a new opt-in they are added as inactive. So when you are ready to make them live click on inactive tp make that opt-in active.
  • Action > Edit
    • To make any adjustments to the opt-in details
  • Action > Duplicate
    • This makes its easy to create a new opt-in using an existing opt-in. You can then just change the fields required
  • Action > Delete
    • We would recommend not deleting if staff once agreed to the terms and instead simply making inactive

Contract signatory

The Contract signatory will be automatically added to your Staff contracts.

To add a Contract signatory

  • Go to Settings
  • Go to Staff registration > Contract signatory > Edit
  • Click on Add New
  • Now add the following mandatory fields
    • Name
    • Position
    • Signature
      • Sign on screen
      • Add a signature from a file upload
    • Press Submit
  • Like any contract once this is entered into the sytem it becomes binding and cannot be deleted and will be applied to any contracts that are agreed and signed by within the time frame of this signatory being active
  • Should you wish to replace this signatory repeat the process to add a new signatory. This will then demote the previous active signatory into the signatory log.

Disable Registration Form

This will allow you to put a pause on recruitment by disabling the registration form.

  • Disable registration form
    • Tick to disable the registratoin form
  • Page copy
    • Add copy here to replace the registration form
  • Staff registration form link
    • Even though the registration form is diabled you can still create a unique link to send to staff you need registered so you don't have to re-enable the form.