Help Center

The Management page is where you add, edit, and organize all employee information. The page is split into two main sections: a sidebar showing all employees, and a detail panel displaying the selected employee's information.

Page Layout

The left sidebar displays employee cards in a scrollable list. Each card shows the employee's name, email, phone number, user code, and account status. The right panel shows detailed information for the selected employee across multiple tabs.

Selecting an Employee

Click on any employee card in the sidebar to view their details in the right panel. The selected card will be highlighted with a border to indicate it's active. When no employee is selected, the detail panel displays a message prompting you to select an employee.

Active vs Archived Employees

By default, the page shows your current active employees. Use the toggle button at the top of the sidebar to switch between viewing current employees and archived employees. The employee count at the top shows how many employees match your current filters out of the total.

Search Bar

Type in the search box to quickly find employees by their first name, last name, email address, phone number, or user code. The employee list updates instantly as you type.

Position Filter

Use the position filter dropdown to show only employees assigned to a specific position. For example, select "Nurse" to see only employees who have the nurse position assigned to them. Select "Show All Positions" to clear the filter.

Area Filter

The area filter dropdown lets you filter employees by their assigned work areas or locations. This is useful for viewing staff assigned to specific departments or physical locations.

Bot Tag Filter

Filter employees by their bot tags, which are used for automated scheduling and bot-related functionality. Select a specific tag to see only employees with that tag assigned.

Account Status Filter

Filter employees based on whether they have completed their account setup. "Active" shows employees who have registered their accounts, while "Setup Pending" shows employees who have been added but haven't completed registration yet.

Sort Options

Choose how to sort the employee list using the sort dropdown. Options include First Name (A-Z), First Name (Z-A), Last Name (A-Z), and Last Name (Z-A). Your sort preference is automatically saved for future sessions.

Employee Count

The count at the top of the sidebar shows how many employees match your current filters out of the total number of employees in the current view (active or archived).

Creating a New Employee

Click the "Add Employee" card at the top of the employee list to open the employee creation modal. Enter the employee's first name, last name, email address, and phone number. All of these fields are required.

Setup Email

When you create a new employee, the system automatically sends them a setup email to the address you provided. This email contains a link for the employee to register their account and set their password. Until they complete this process, their status will show as "Setup Pending".

Resending Setup Emails

If an employee didn't receive the setup email or needs it sent again, click the "Resend Setup" button in their employee details. This is only available for employees who haven't completed their account setup yet.

Setup Pending vs Active

Employees with "Setup Pending" status have been added to the system but haven't registered their account yet. Once they complete registration through the setup email link, their status changes to "Active" and they can log in to kiosks and access the system.

What Are User Codes?

User codes are unique identifiers automatically assigned to each employee when they're added to the system. They appear as colored badges on employee cards and throughout the application.

Kiosk Login

Employees use their user code to log in to kiosks for clocking in and out. The user code serves as their username for kiosk authentication, making the login process quick and simple.

Visual Identification

Each user code is displayed with a background color that you can customize for each employee. This color coding helps with quick visual identification in schedules, timesheets, and reports.

Finding User Codes

User codes are displayed prominently on employee cards in the sidebar and in the header of the employee detail panel. You can also search for employees using their user code in the search bar.

Basic Info Tab

Contains core employee information including first name, last name, email, phone number, address, and date of birth. You can also set the employee's color code here, which is used throughout the system for visual identification.

Payroll & Tax Tab

Manage payroll-related information including the employee's default hourly rate, IRD number, tax code, and KiwiSaver settings. This tab requires specific permissions to view and edit.

Assignments Tab

Assign positions and areas to the employee. You can also set position-specific hourly rates that override the default hourly rate for specific positions.

Work Days Tab

Set up recurring work patterns using the calendar interface. Define which days the employee typically works and how many hours per day. This helps with automated scheduling and planning.

Bot Tags Tab

Assign bot tags to employees for automated scheduling features and bot-related functionality. Tags help the system understand employee preferences and requirements for automated processes.

Employment Tab

Record employment-specific details such as start date, employment type (full-time, part-time, casual), and other employment-related information.

Saving Changes

After making changes in any tab, click the "Save Changes" button at the top right of the employee detail panel. Changes are not saved automatically, so make sure to save before switching to a different employee.

Editing Basic Information

Click into any field in the Basic Info tab to edit employee details. First name, last name, email, and phone number are required fields and cannot be left empty. The address field supports address search to help you find and enter accurate addresses.

Date of Birth

The date of birth field is optional but recommended for validation and compliance purposes. Use the date picker to select the employee's birth date.

Employee Color

Choose a color for the employee by clicking on the color picker or selecting from the preset color palette. This color is used throughout the system to help identify the employee in schedules, rosters, and calendars. Choose colors that are distinct from other employees for easier visual identification.

Address Search

When entering an address, start typing and the system will suggest matching addresses. Click on a suggestion to automatically fill in the complete address. This ensures addresses are formatted correctly and consistently.

Required vs Optional Fields

Required fields are marked and must be filled in before you can save changes. Optional fields can be left empty if the information is not available or not applicable.

Permission Requirements

Viewing and editing payroll information requires specific permissions. If you don't have these permissions, the Payroll & Tax tab may be hidden or show limited information.

Default Hourly Rate

Set the employee's standard hourly pay rate. This is the default rate used for calculating pay unless a position-specific rate override is set in the Assignments tab. Enter the rate in dollars per hour.

IRD Number

Enter the employee's IRD (Inland Revenue Department) number for tax purposes. This is required for payroll processing and tax reporting in New Zealand.

Tax Code

Select the appropriate tax code for the employee from the dropdown menu. The tax code determines how much tax is withheld from the employee's pay. Common codes include M, ME, SB, and others. Consult with your accountant or the IRD if you're unsure which code to use.

KiwiSaver Settings

Indicate whether the employee is enrolled in KiwiSaver by checking the KiwiSaver opt-in checkbox. If enrolled, select their contribution rate from the dropdown. Standard rates are 3%, 4%, 6%, 8%, or 10% of gross pay.

Important Note

Always verify payroll information with the employee and ensure all tax details are accurate. Incorrect tax codes or IRD numbers can result in tax complications for both the employee and your business.

Assigning Positions

In the Assignments tab, click on position boxes to assign or unassign positions to the employee. Selected positions are highlighted with a colored border. Employees can have multiple positions assigned to them.

Position-Specific Hourly Rates

If you have permission to view pay rates, you can set a position-specific hourly rate that overrides the employee's default rate when they work in that position. Click on an assigned position to reveal the hourly rate input field, then enter the rate for that specific position.

How Rate Overrides Work

When an employee is scheduled or clocks in for a shift with a specific position, the system uses the position-specific rate if one is set. If no position-specific rate exists, the system uses the employee's default hourly rate from the Payroll & Tax tab.

Assigning Areas

Areas represent departments, locations, or work zones. Assign areas to employees in the same way as positions by clicking on the area boxes. This helps with filtering, reporting, and organizing employees by their work locations.

Using Assignments for Filtering

Position and area assignments are used throughout the system for filtering employees in schedules, timesheets, and reports. Assigning these correctly helps you find and organize employees more efficiently.

Adding New Positions

To create a new position, navigate to the positions management section. Click the "Add Position" button or field, type the name of the new position, and save. The new position will be immediately available for assignment to employees.

Adding New Areas

Creating areas works the same way as positions. Access the areas management section, click "Add Area," enter the area name, and save. The new area becomes available instantly.

Quick Entry Tip

When adding multiple positions or areas, you can speed up the process by typing the name and pressing Enter. This saves the entry and immediately allows you to start typing the next one without clicking save or add buttons. This is perfect for quickly setting up many positions or areas at once.

Editing and Deleting

You can edit position and area names by clicking on them and modifying the text. To delete a position or area, use the delete button next to the entry. Note that you cannot delete positions or areas that are currently assigned to employees or used in schedules.

Organization Best Practices

Keep position names clear and consistent. Use descriptive area names that match your physical locations or departments. This makes filtering and reporting more intuitive for all users.

Understanding Work Patterns

The Work Days tab contains a mini calendar where you can set up recurring work patterns for employees. This pattern represents the employee's typical weekly or multi-week work schedule, showing which days they work and for how many hours.

Setting Hours for Days

Enter the number of hours in the input box above the calendar, then click on calendar days to apply those hours. Days with hours assigned will be highlighted. Click a day again to toggle it off and remove the hours.

Navigating the Calendar

Use the arrow buttons to move between months. The calendar shows several weeks at a time, allowing you to set up patterns that span multiple weeks if needed.

Pattern Presets

If available, use preset buttons to quickly apply common work patterns like "Monday to Friday 8 hours" or other frequently used schedules. This saves time when setting up similar patterns for multiple employees.

Anchor Dates

Work patterns use an anchor date as a reference point. The pattern repeats based on this anchor date, so the system knows when each cycle of the pattern begins. The anchor date is set automatically when you save the pattern.

Clearing Patterns

Use the "Clear Pattern" or "Reset" button to remove all hours from the calendar and start over. This doesn't delete the employee's work pattern until you save the changes.

Saving Your Pattern

After setting up the work pattern, remember to click "Save Changes" to apply the pattern to the employee. The pattern will then be used for scheduling suggestions and planning purposes.

Permission Requirements

Changing employee roles requires the "Can Edit Roles" permission. If you don't have this permission, the "Manage Role" button will not be visible.

What Are Roles?

Roles determine what an employee can see and do in the system. Different roles have different permissions for viewing sensitive information, editing data, managing schedules, approving timesheets, and accessing various features.

Changing an Employee's Role

Click the "Manage Role" button in the employee's detail panel. A modal will appear showing all available roles with descriptions of their permissions. Select the appropriate role and click "Save" to assign it to the employee.

Default Role

The default role is the basic employee role with minimal permissions, suitable for standard staff members who only need to view their own schedules and clock in/out. This role is marked with a "Default" badge.

Custom Roles

Your organization may have custom roles created for specific permission needs such as supervisors, managers, or administrators. Each role description explains what the role can access and modify.

Role Indicators

The employee's current role is displayed as a badge next to their name in the employee detail header. Default roles show a gray "Default" badge, while custom roles are displayed without this indicator.

Request Details Form

For active employees, you can send them a request to fill out additional details or update their information. Click the "Request Details" button to send the employee a form via email. This is useful for collecting updated contact information, emergency contacts, or other employee data.

Resend Setup Email

If an employee hasn't completed their account setup, the "Resend Setup" button allows you to send the registration email again. This is only available for employees with "Setup Pending" status.

Archive Employee

The "Archive" button moves active employees to the archived list. Use this when an employee leaves the organization or is no longer active. Archived employees are hidden from the main employee list but their data is retained. This button is only available for employees who have completed their account setup.

Delete Employee

The "Delete" button permanently removes an employee from the system. This is only available for employees who have not yet registered their account (Setup Pending status). Once an employee has registered their account, you can only archive them, not delete them. This protects data integrity for employees who have already started using the system.

When to Delete vs Archive

Delete employees only if they were added by mistake and never actually started with your organization. If they haven't registered yet, deletion is safe. For all other scenarios, including employees who are leaving or no longer active, use the archive function instead. Archiving preserves historical data for reporting and compliance.

Save Changes

The "Save Changes" button appears after you modify any employee information. Always click this button to save your edits before switching to another employee or navigating away from the page.

Viewing Archived Employees

Click the toggle button at the top of the sidebar to switch from "Show Current Employees" to "Show Archived Employees." The employee list will update to show only archived employees. The toggle button changes to "Show Current Employees" when viewing archived staff.

What Gets Archived

When you archive an employee, all their information is preserved including personal details, payroll settings, position assignments, work patterns, and historical data. Archived employees are simply hidden from the main active employee list but remain in the database.

Unarchiving Employees

If an archived employee returns to work, select them from the archived list and click the "Unarchive" button. This moves them back to the active employee list and restores their full access to the system.

Archived Employee Limitations

Archived employees cannot log in to kiosks or access the system. They won't appear in scheduling, rostering, or active employee filters. However, their historical timesheet and payroll data remains intact for reporting purposes.

Managing Archived Employee Data

You can still view and edit archived employee information. Select an archived employee to see their details, make any necessary updates, and save changes. This is useful for correcting historical data or preparing for a potential return.

Best Practices

Archive employees when they leave the organization rather than deleting them. This maintains accurate historical records for payroll, compliance, and reporting. Only delete employees who were added in error and never actually started employment.