Staff profiles

I am trying to update someones email address and/or NI/TFN number but it says that they already exist

Each staff profile within Staffwise has to have a unique email address and NI number (UK) or TFN number (Australia)

If you try to update these fields and it says that they already exist it will mean that another staff profile does have the same details added.

There are two places you must look in order to find the profiles with the same details:

• Staff search
  
  • Search in here for your active bookable staff
• Staff archive
  
  • Remember that staff can also be in the Archive so make sure to search in here if you can't find them via the search above

If you still need to use the email address, NI or TFN number, then once you have located the profile you can rename the field to allow you to use that email or number. Good practice might be to use _old on the end.

Staff have a red flag next to their name

The red flag is there to warn you of expired ID Documents and Visas.

Simply mouse over the flag to find out what that particular red flag represents.

Can archive staff still login to the system

Staff added to the archive will still utilise the staff status you allocate to them. This means that you can still allow archived staff to login to the staffarea. This is important as some staff moved to the archive will need to see and be able to download their historical shifts, payroll and invoices.

See Staff statuses

How can I chase staff with incomplete profiles

A staff profile with a status of Incomplete is whereby staff have started their registration process but have not yet finished.

If you notice that you are accumulating a lot of incomplete staff profiles, you can email and chase as follows:

• Click on the incomplete status on the dashboard
  
• This will bring up a list of staff with incomplete profiles
• Within this list you will be able to see which page of the registration they are at
  
• You can then use With All > Email to manually chase the staff to complete their profiles
  

Can I transfer staff between systems?

Direct transfer of data

Direct transfers of staff profiles from one Staffwise system to another are not possible due to several technical and logistical constraints and the fact we need to preserve all aspects of the registration process, including flags and audit logs. Other reasons are as follows:

1. Data Structure Variations: Each system has different data structures, fields, and requirements for staff profiles. The registration process in each system might collect different sets of data or use different formats for storing information. Directly transferring profiles from one system to another can lead to mismatches or data loss if the structures are incompatible.

2. Platform-Specific Flags and Settings: Flags and settings configured during the registration process are often specific to the functionalities and features offered by the SaaS platform. Transferring profiles between systems might not preserve these flags accurately, especially if the target system lacks equivalent features or uses different terminology for settings.

3. Audit Log Integration: While both systems may generate audit logs of user activity, integrating these logs during the profile transfer process can be challenging. Audit logs typically contain timestamps, user actions, and system responses, which might not align seamlessly between systems due to differences in logging mechanisms or data formats.

4. Security and Compliance Considerations: Our system has stringent security measures and compliance requirements to protect user data. Transferring profiles between systems could raise concerns about data privacy, especially if sensitive information is involved. Ensuring compliance with regulations such as GDPR or HIPAA during the transfer process requires careful handling of data and user consent.

5. Third-Party Integrations: SaaS systems frequently integrate with third-party services or APIs for additional functionality. Transferring profiles between systems might disrupt these integrations or require additional configurations to ensure continuity in service.

6. User Verification and Authentication: Transferring profiles between systems might require re-verifying user identities and authenticating access to ensure security and prevent unauthorized access. This process can be cumbersome and may require user involvement to confirm their identities and preferences.

Indirect transfer of data

Instead, we can offer you to export your staff data from one system and import it into the other. The process, and features to use, are as follows:

1. Check with the staff: For data privacy please ensure you have first contacted the staff that are going to be exported and imported into another system. The staff will need time to refuse their data being moved.

2. Exporting the staff: You can go to the Staff search and utilise the search parameters to generate the correct list of staff to be exported, and then use the export feature. See: Staff export for more details

3. Importing the staff: You can now import the staff data into the other system using our staff import feature. See Adding staff for more details.

4. Sending out an email to finish their registration: When imported you can send out a new welcome-type email to staff as they will need to create a password and then login to finish the registration in the other system. See Sending the welcome email for more details.

Can I suspend staff that still need to be paid

If you need to suspend someone that still needs to be paid you will not be able to move them to the archive just yet.

So until they are paid you can move them into a staff status that restricts access to certain things within their staffarea or restrict access to their staffarea altogether.

Within Staffwise we have a default status called Suspended that would suit such circumstances. To review the settings on this status:

• Go to Settings > Staff options > Staff statuses > Suspended > Edit
• Here you will see the settings for the Suspended status
  
  • Adjust the settings above according to your requirements for what staff will be prohibited from doing when in the Suspended status

Alternatively, you can create a new status that better suits your needs by clicking on + Add New on the status list

Once the staff have been paid you can then move them into the Staff Archive. See: Archiving staff