Housekeeping

Housekeeping section to clean up and remove staff

The Housekeeping section can be found in the Staff dropdown in the top menu

This page will allow you to filter for staff based upon:

• When they registered
• When they last logged in
• When they were last booked onto a job
• The opt-in status on all your custom terms, privacy policies, consents and opt-ins
• When the Housekeeping email was sent last

Use this page to determine which staff possibly no longer need to be kept on your books and that can be archived or deleted. There is no set formula and you can set the parameters to what you feel most comfortable with.

To initiate this process

• Use the checkboxes to select the staff statuses to send the housekeeping email to
  
• Go to With selected > Email to use the default Housekeeping template
  
• This housekeeping email will give the recipients the following options to:
  • Remain on your books by logging into their staffarea to agree/opt-in to new terms, etc
    • This will update the last logged in flag so that they do not appear the next time to perform housekeepign
  • Be removed from your books by clicking the [[leaver_url]] tag
  • Be removed from your books by ignoring the email

The following staff will be automatically moved into a Leaver status:

• Staff that have clicked on the Leaver link in the email
• Staff that ignore the email for more than 30 days

We highly recommend using this page frequently to make sure you keep a nice and up-to-date pool of staff who are opted-in to your terms.

Staff that have not worked for two or more years or not worked at all

You should not be keeping the following staff profiles

• Incomplete profiles
  • The system can automatically delete any incomplete staff profiles that have remained incomplete for 6 months.
  • See: Incomplete and rejected profiles can be deleted
• Rejected staff 
  • The system can automatically delete any rejected staff profiles that have remained in your system for 6 months.
  • See: Incomplete and rejected profiles can be deleted
• Staff not used for a certain period of time
  • If staff have never been used for a certain period of time (2 or more years in most cases) and you deem they will probably never work with you, then contact these staff to see if they wish to remain on the books and receive job updates. If no reply then deletion is best.
• Staff in the archive
  • Staff that are in here because of blacklisted or suspended reasons should only be kept for around 2 years after their last shift.

Please note that if a person above that is to be deleted and was ever contacted/worked a shift via the system then from upon deletion the system will keep a log of the consent and pay records. We will automatically use the data pseudonymisation deletion process to ensure the consent logs and/or pay records remain in the system. See: Staff profile deletion using data pseudonymisation