Staff registration

Terms, privacy statements, opt-ins and consent

This section allows you to upload and manage legal documentation for staff to review, agree to, and sign. Below are examples of the types of terms, contracts, opt-ins, and consents that can be incorporated into your system, along with their typical use cases:

Staff Registration Terms & Contracts

These legal documents must be read, agreed to, and signed upon initial registration. Examples include:

• Terms and conditions
• Worker contracts
• Privacy statements
• NEST Pension Scheme terms
• Employee handbooks
• Waivers
• Consents
• Working time directives
• Non-disclosure agreements

Staff Registration Consent & Opt-In/Out Statements

These are non-contractual agreements that allow staff to opt in or out without requiring legal documentation:

• Opt-in to receive work-related updates and general newsletters via email, SMS, or push notifications
• Consent to data processing for compliance with regulatory laws such as GDPR
• Agreement to external provider terms, with a link to the relevant terms URL

Shift Confirmation Terms, Policies & Statements

These documents are presented to staff only when confirming shifts for specific jobs:

• Job-specific terms or opt-ins
• Phone usage waiver
• Image and video consent

Job-Specific Contracts

These contracts must be reviewed and signed upon shift confirmation and can be very useful in securing staff commitment. Examples include:

• Job-specific contracts
• Client contracts for a given job
• Job-specific Non-disclosure agreements

To add your terms, policies, consents, contracts, agreements and opt-ins:

• Go to Settings > Staff registration > Terms, privacy statements, opt-ins and consent > Edit.
• Here you will see your list of terms, policies, consents and opt-ins:
  
• Click on + Add new to add a new set of terms or an opt-in statement. The details to add are as follows:
• TYPE REQUIRED
  • Please select which type of Terms, Privacy, Consent or Opt-in is required:
    • Set this radio button if you only want these terms to show on the staff registration
  • For staff registration and shift confirmation/job contract
    • Set this radio button if you want the option not only for the staff to agree to the terms on the staff registration, but also for staff to agree to these terms on each shift confirmation via their shift confirmation email
    • Note: To make sure these types of terms show on your shift confirmation emails, go to the Job overview to select which opt-in you need staff to agree to per job.
  • For shift confirmation and job contracts only
    • Set this checkbox if you don't want these terms to show on the registration form. Thereby, only showing on the shift confirmation.
• NAME, LABEL AND DESCRIPTION
  • 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.
• SETTINGS AND OPTIONS
  • Default state
    • Determine whether this has a default state of opted in or opted out
      • Note that when selecting the default state as opted in, this will hide the remaining options in Settings and Options as they will not be applicable to use in the default state of opted in
  • 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 staff are opted out
  • Stop texting staff invites and job alerts if opted out
    • Set this if you want the system to stop sending SMS to staff with job invites and alerts if staff are 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 staff are opted out
  • Stop texting staff general emails if opted out
    • Set this if you want the system to stop sending SMS to staff with general communications if staff are opted out
  • Make staff inactive if opted out
    • Set this if you want staff to automatically apply the inactive status to staff when staff are opted out.
  • Staff must opt in/accept to progress with the 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 the 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 the submit button the checkbox 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's shifts from being exported to payroll if they haven't agreed or opted-in
• LEGAL TEXT AND ACKNOWLEDGEMENT STATEMENTS
  • No terms copy required
    • Check this if you do not require any legal copy. The legal copy textbox below will be hidden.
    • Legal text would not be required for things such as opt-in or consent statements
  • 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.
    • Here is the list of tags available for your legal copy
      • Staff first name
        • Use tag [[firstname]]
      • Staff surname
        • Use tag [[surname]]
      • Staff full name
        • Use tag [[name]]
      • Staff address
        • Use tag [[address]]
      • Staff booked shifts summary
        • Use tag [[campaigns_booked_summary]]
      • Staff booked shifts summary without shift totals
        • Use tag [[campaigns_booked_summary_no_totals]]
      • Staff booked shifts summary without shift rates
        • Use tag [[campaigns_booked_summary_no_rates]]
      • Staff shifts date range
        • Use tag [[shifts_date_range]]
      • Today's date
        • Use tag [[date_today]]
      • Staff shifts roles
        • Use tag [[shifts_roles]]
      • Staff shifts roles with rates
        • Use tag [[shifts_roles_rates]]
      • Staff nationality
        • Use tag [[nationality]]
      • Staff ID number
        • Use tag [[local_id_number]]
      • Staff point of contact
        • Use tag [[staff_poc]]
      • Shifts total rate
        • Use tag [[shifts_total_rate]]
      • Client name
        • Use tag [[client_name]]
      • Job name
        • Use tag [[campaign_name]]
  • 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.
• VISIBILITY
  • Limit visibility to staff with certain divisions
    • Add the division or divisions to limit visibility to staff within these sub-brands.
  • Limit visibility to staff with certain tags
    • Add the staff tag or staff tags to limit visibility to staff within these staff tags.
  • Limit visibility to certain staff statuses
    • Add the staff status or staff statuses to limit visibility to staff within these staff statuses.

You have the following options per terms, policy, consent and 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 to make that opt-in active.
• Manage
  • To make any adjustments to the legal document
• Action > Duplicate
  • This makes it 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 it once staff have agreed to the terms and instead simply make it 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.