How to Create and Update Staff Members
In this article:
Restricting Staff to Selected Operations
Creating a New Staff Member
Adding staff members can be done in one of three ways:
- Importing from a spreadsheet
- Syncing with your accounting software
- Adding them manually, as described below.
Please note: You cannot add or edit staff without assigning a Staff Type, i.e. assigning either an Office or a Kiosk license to a user. Once you have reached your license limit, you will not be able to add any more staff members without purchasing additional licenses.
Also note: It is very important that you make sure each staff member's Timezone has been set correctly, as this will affect certain actions/events, e.g. calendar display, logged activities, timesheet entries, etc.
To manually add a staff member:
- From the User Menu Panel, navigate to Staff.
- Click Create.
- Fill out the employee details as required.
- (Office Users Only) Once you've entered an email address, a checkbox option will appear. Invite them to log in.
- Click Create.
You will then be taken to the Staff Member Summary, where you can edit further if required.
If you forget to click the checkbox, see Invite a Staff Member to Log In (office users) or Factory Users (kiosk users).
Important: Make sure your staff member is assigned the correct role, so that they have the necessary permissions to use their account. Read more: Roles & Permissions
Updating a Staff Member
Depending on your staff role permissions, you can update your own staff member profile, or other staff members' profiles.
Note: When updating a staff member from the Staff tab, you will be able to add and update a wider range of details (including Personal Information and Emergency Contact) than if you are simply clicking into your own profile at the top-left and updating it.
You may update your own profile from the Staff tab if you wish to edit these additional details.
Updating Your Own Profile
If you have the permission Update profile you can edit your own profile by following these steps:
Click on your profile at the top left of the screen.
Click Update, enter any necessary information, then Save Changes.
Updating Staff Members from the Staff Tab
If you have the permissions View staff members and Update existing staff members, you can edit other staff members' profiles by following these steps:
- From the User Menu Panel, navigate to Staff, and click into the staff member that you want to update. (Note: You may select yourself.)
Click Update, enter any necessary information, then Save Changes.
Restricting Staff to Selected Operations
Your staff members will perform different operations based on their role in your organisation.
When creating or updating a staff member, you can choose whether to restrict that staff member to all or selected operations:
In most cases, you will want to leave this set to all operations, because your staff member's actions in the software will be restricted by their staff role permissions.
However, you can choose to restrict your staff member to selected operations, in which case a second drop-down will appear for you to choose which operations this staff member can track time against:
Important: once you have restricted a staff member to selected operations, they WILL NOT be able to log time against tasks or create timesheet entries for tasks that are linked to operations you have not selected.
If a staff member needs to create a timesheet entry for an operation they are not restricted to, this can be done for them by an administrator or manager with the necessary permissions.