Staff options

Hide staff teams phone number in staffarea

Ticking this option will ensure that staff cannot see their team phone numbers in their staffarea.

This can be overridden when setting up a campaign for certain specified roles. See Adding your campaign

Hide staff teams staff images in staffarea

Ticking this option will ensure that staff cannot see their team photos in their staffarea.

Hide staff teams names in staffarea

Ticking this option will ensure that staff cannot see their team names in their staffarea.

Send passport and visa expiry email

Once ticked please add an email address below into 'Email addresses to send passport expiry email to'.

This will then send the email address specified an email 7 days before a passport in the system is about to expire.

Do not allow overlapped applications

Ticking this means that staff can't apply for shifts that overlap with each other on the same day and in that same time range.

Show anonymous campaign title on staff area bookings

This will make sure that all campaigns will only show the anonymous campaign title, added when setting up a campaign, in the staffarea.

Instead of having this set for all campaigns you can also have the anonymous campaign title shown in the staffarea per campaign only. See Adding your campaign

Send email when staff change their details

Once ticked please add an email address below into 'Email address to send staff change email to'.

This will then send an email, to the email address specified, informing you when someone has changed important details on their staff profile. Details include:

• Payroll number
• Name
• Title
• First name
• Surname
• Address
• NI number
• DOB
• Bank name
• Sort code
• Account number
• Email address

This information is then also logged into the 'Payroll > Change of details report'.

Enable the trophy rating system

This is a rating system whereby trophies can be automatically issued to staff based on shift evaluation totals of thumbs up and thumbs down.

You can customise these totals

• Go to Settings > Staff options > Enable the trophy rating system > Edit
  
• Select the checkbox next to each trophy to enable it and add a total shift count to enable this trophy for a staff profile:
• Please note that Black and Red trophies will overrule any positive trophy - bronze, silver and gold.

You will see these trophies next to each staff profile:

Automatically tick "Requires P45" checkbox for leavers

Ticking this will mean that when you move staffer to the 'Leaver' status is will automatically tick the 'Requires P45' on the users profile. Therefore enabling you to see this in the next payroll export. 

Staff roles with default rates and overtime

Go to Settings > Staff options > Staff roles with default rates and overtime

You can add and manage your staff roles here. The following options are available when adding a role:

• Name
  • This is the main name of the role that you will see throughout the system
• Short name
  • This makes it quicker and easier to allocate a role to the schedule import.
  • It saves time and reduces errors by entering a short name instead of a full name
• Gender
  • When allocated this will only allow those genders to see and apply for that role in the staffarea, and for only that gender to be booked onto that role
• Badge colour
  • Add some colour to your role badges throughout the system
• Hide in schedule
  • If you no longer require this role you can hide it by ticking this checkbox
  • You cannot delete a role if it has been used in a schedule

On the roles list, there is a button to add and manage default Rates & Overtime for your roles

• Default daily rate
  
  • Add the default daily rate for this client for the roles selected above
• Default hourly rates
  
  • Add the default hourly rate for this client for the roles selected above
  • Select the time period this hourly rate applies to
    • If you select less than 24 hours you can add another rate for the remaining time, this would be if you have a different day and night rate
    • If a shift added to the schedule shares both hourly rates, the hourly rate you will see will be an average based on the hours of each hourly rate
      • Note that shift breaks for shifts that have multiple rates will always be considered paid. Unpaid breaks cannot be determined as to which rate to be placed into.
• Subs and expenses
  
  • Subs
    • Add your default subs amount
  • Additional/Bonus
    • Add the default additional/bonus amount
    • This is your custom field that you can custom label in Settings > Job options
  • Expense allowance
    • Add the default expense allowance
• Overtime (only for daily rate)
  
  • When the shift is over total hours:
    • Add the number of hours that must pass to trigger an additional rate per hour
  • Overtime amount (per hour)
    • Add the new hourly rate that is triggered when the shift passes the number of hourly added to the previous field
    • If these overtime fields are filled, the system will auto-calculate the total shift rate including overtime.

These global default rates will be superseded, in the following order, by default rates added to a:

• Client default rates
  • Add to Clients > Manage > Rates
  • See: Clients > Rates
• Job default rates
  • Add to Shifts > Actions > Default rates
  • See: Job actions
• Staff rate card
  • Add to Staff profile > Rate card tab
  • You will be given the option to apply default staff rates when booking staff
  • See: Staff Rate card

Staff statuses

To manage your staff statuses

• Go to Settings
  
• Go to Staff options > Staff statuses
• Here you can add and manage your staff statuses and determine what permissions they have:
  
• When you click on Add or Edit each status has the following options
  
  • Hide job history
    • Will not let the staff in this status see their job history
  • Hide job market
    • Will not let the staff in this status see the job market
  • Hide reporting
    • Will not let the staff in this status see the reporting
  • Can't login
    • Will not let staff in this status login
  • Restrict all communication
    • Staff in this status will strictly never receive any messages sent via Staffwise
    • These messages will not be saved in the Mailbox
    • We do not notify you that these messages are not sent when you try to send to staff in this status
  • Access Staffarea files
    • Will allow staff in this status access to the staffarea files
  • Allow booking
    • Will allow you to book this status onto shifts
  • Disallow booking if Right To Work ID expired
    • Will not allow you to book staff added to this status onto shifts if their RTW documents have expired 

There are several fixed statuses that link to functionality in the system and therefore cannot be deleted:

• Active
  • Staff that can be booked onto shifts
• Applied
  • Staff that have completed their registration process and have not yet approved or declined
  • These staff will show on the dashboard under Required urgent attention > Still applied and booked
• Applied (interview invitation sent)
  • Staff that have completed their registration process and have been sent an invitation to an interview space. See: Interview process
• Archived
  • This is a staff status and is not to be confused with placing a profile in the archive
  • You can use this status once someone is moved to the archive (See: Archiving staff) so as to add a note as to why this person has been archived and give the profile status of archived
• Blacklisted
  • To be used as required
• Deleted
  • This status is allocated to staff automatically when a staff member has been physically deleted from the staff archive using the data pseudonymisation deletion process. See Deleting staff
• Imported
  • This is a legacy status used when importing staff from external systems to match the status in our system
• Incomplete
  • This status is assigned to staff who have started their registration process but have not yet finished
  • You can book staff onto shifts with this status
    • These staff will show on the dashboard under Required urgent attention > Still incomplete and booked
  • Staff have 28 days to complete their profile before it is deleted. They will be reminded 7 days before completion that their profile will be deleted.
• Leaver
  • This is a status linked to staff who have clicked the [[leaver_link]] via an email
  • Staff in this status should be moved to archive and/or deleted
• On Hold
  • To be used as required
• Rejected
  • This is a status linked to staff who registered and their registration was declined
  • Staff profiles are kept with this status for 14 days to prevent re-registration and then the profile is deleted.
• Suspended
  • To be used as required