Staff profiles

Files
Staff rate card
Internal use only tab

Files

Within the Files tab on a staff profile:

Add Doc, Docx, Xls, Xlsx, JPG, JPEG, PNG and PDF files
These files are not visible by staff and are for internal reference only
Add a title and description to each file along with a category/type
Files are automatically saved with a date, time and user stamp
Files can be approved into an official document log

To add and save files onto a staff profile:

Go to a Staff profile > Files tab
Click on + Add
- Now you have the options to
  - Select your File (Mandatory)
  - Add a Title
  - Add a Description
  - Select a Type
Once the file is added it will show in the list
- You now have the following options:
  - To Approve the file into an official document log. Upon selecting Approve you will see this message
  - View the Description added to the file entry
  - View or Download the file depending on the file type added
    - PDF files will be downloaded
  - Actions > Edit
    - To edit the file details
    - Please note that once a file is approved, you can no longer edit the details
  - Actions > Delete
    - To remove the file
    - Please note that once a file is approved, you can no longer remove the file

Staff rate card

Add custom staff rates that can be applied at the time of booking staff onto shifts.

To add a custom rate to a staff rate card:

Go to Staff profile > Rate card tab
Click on Add
You can now make your selections for this default rate
- Name (Optional)
  - For your own reference
- RateID (Optional)
  - Use this RateID in the rates column of a schedule import file
- Roles (Mandatory)
  - Select the role or roles that this default rate applies to
- Default daily rate (Mandatory)
  - Add the default daily rate for this client for the roles selected above
- Default hourly rates (Mandatory)
  - 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 a 24-hour period you can add another rate for the remaining time, this would be if you have a different day and night rate
- Subs (Optional)
  - Add your default subs amount
- Additional/Bonus (Optional)
  - Add the default additional/bonus amount
  - This is your custom field that you can custom label in Settings > Job options
- Expense allowance (Optional)
  - Add the default expense allowance

These default staff rates can be applied to shift as follows:

On the shift selection dialogue, if custom rates are available for the client and role combination, you will see a button to apply those custom staff rates for these roles
Click Apply to update the rates on the shifts with the custom rates for the staff. The rates will update as follows
- Note that if the staff is not booked onto the shifts the original rates will remain

Internal use only tab

This tab allows you to custom-add the following field types to a staff profile for internal use and viewing only:

The data added to this tab cannot be seen by staff.

To add custom fields to this tab:

Go to Settings > Staff options > "Internal use only" tab form builder
To start you must add a form block that will contain your question set.
- Click the + Block button
- Give the question block a Title and press OK
- You will now have a question block added to the page
- The following buttons allow you to manage this block
  - From left to right:
    - Add questions into the block
    - Move the block up
    - Move the block down
    - Change the block between active and inactive
    - Edit the block title
    - Remove the block
To add questions to the block click the + button
- Here you can add
  - Single-line text field and Multiple line text
    - Click to add to see the following dialogue:
      - Title *
        
        Title of the question
        
        This is mandatory
      - Mandatory
        
        To ensure that when the internal use-only page is saved this field is added
      - Hidden
        
        To hide if no longer required but you don't want to delete the data that has been added
      - Show in user search
        
        To make this searchable via the staff search
  - Dropdown (single choice), Radio buttons (single choice) and Checkboxes (multiple choice)
    - Click to add to see the following dialogue:
      - Title *
        
        Title of the question
        
        This is mandatory
      - Mandatory
        
        To ensure that when the internal use-only page is saved this field is added
      - Hidden
        
        To hide if no longer required but you don't want to delete the data that has been added
      - Show in user search
        
        To make this searchable via the staff search
      - Options
        
        Add the options to go to the dropdown using the + button
        
        Hide/show each option to keep the data using the eye button
        
        Delete the option and delete the data using the cross-button
  - Date
    - Click to add to see the following dialogue
      - Title *
        
        Title of the question
        
        This is mandatory
      - Mandatory
        
        To ensure that when the internal use-only page is saved this field is added
      - Hidden
        
        To hide if no longer required but you don't want to delete the data that has been added
      - Show in user search
        
        To make this searchable via the staff search
      - Send notification 4 weeks before the date
        
        To enable a notification to be sent 4 weeks prior to the date added to this field
        
        This is useful if you are using this as an expiry date for a certification or qualification, or even as a general reminder
      - Send notification to
        
        Add the email address to send this notification to
      - Show on the dashboard
        
        Show this date field on the dashed 4 weeks prior to the date added
  - Text
    - Click to add to see the following dialogue
  - Vimeo video
    - Click to add to see the following dialogue
      - Title *
        
        Title of the question
        
        This is mandatory
      - Mandatory
        
        To ensure that when the internal use-only page is saved this field is added
      - Hidden
        
        To hide if no longer required but you don't want to delete the data that has been added
      - Show in user search
        
        To make this searchable via the staff search
  - File upload
    - Click to add to see the following dialogue
      - Title *
        
        Title of the question
        
        This is mandatory
      - Mandatory
        
        To ensure that when the internal use-only page is saved this field is added
      - Hidden
        
        To hide if no longer required but you don't want to delete the data that has been added
      - Show in user search
        
        To make this searchable via the staff search
    - This vimeo field will allow you to add the embed code from Vimeo to display and place those videos on the internal use only tab
- Upon completion, you will see a set of custom questions similar to this
  - To manage these questions
    - Click and hold to drag and drop into the correct order
    - Each question has an edit and delete button
- Press Submit to save your form
- The view and use this form go to Staff profile > Internal > Internal use only
- Your internal use only will ready to use
You can also use these fields in the Profile cards.