Managing Staff Records (Payroll & Rota)

Overview

The Staff section (Staff > Staff Admin) is where you manage your workforce for scheduling, timesheets, and payroll.

[!IMPORTANT] Creating a "Staff Member" here does not automatically create a login account for them. If this person also needs to log in to the system (e.g., to view the register), you must also create a User Account for them in Settings > Users.

Adding a Staff Member

1. Navigate to Staff > Staff Admin.
2. Click + Add New Staff.
3. Fill in their details:
   • Full Name: Used for rotas and reports.
   • Role: Their job title (e.g., "Session Leader", "Assistant", "Volunteer").
   • Hourly Rate: Vital for calculating pay in Timesheets.
   • Employment Status: "Employed" or "Self-Employed" (useful for tax reporting).
   • Phone/Notes: Optional contact details.

Updating Staff Details

• Edit: Click the Edit button next to any staff member to update their rate or contact info.
• Status: You can mark staff as "Active" or "Inactive". Inactive staff won't appear in the weekly timesheet builder but their historical data is preserved.

Relationship with Users

• Staff Record: Used for Payroll, Timesheets, and Rota.
• User Account: Used for Logging In.

It is common to have a Staff Record for someone (so you can pay them) but no User Account (if they don't need to access the computer system).