The Staff Profile
In addition to basic contact information, Workstaff allows much more information to be provided. To specify extended profile information, open the staff card drawer by clicking any staff in the main Staff section.
The staff profile drawer can also generally be accessed by clicking any staff avatar throughout the Workstaff user interface.
Star Rating
You can rate each staff on a 5-star scale. This information is mainly used for sorting staff in automatic lists provided by Workstaff in different areas of the user interface. Profiles with higher star ratings will usually be displayed first when it makes sense.
Tags
Tags are simple text labels that can be associated with each profile. They are used mainly to classify your staff and facilitate searching within your database.
Profile Details
Contact Information
You can view and change each worker's contact information in the Contact tab.
Once a profile has been claimed by a worker, only they can edit their contact information.
Legal Name
Use Legal Name when the name required for payroll is different from the staff member’s regular profile name.
If both First Name and Last Name are entered in Legal Name, Workstaff uses this legal name for payroll processing instead of the staff member’s regular first name and last name. If no legal name is provided, payroll uses the regular profile name.
Custom Fields
Every custom field you defined in your account settings will be listed on the staff profile so that actual values can be provided.
This information cannot be modified by staff.
Skills
Each staff can provide a set of skills of their own when they join Workstaff via the mobile app. But, as an employer, you still have full control over which skills you wish to consider for each worker.
The Skills panel allows you to select a set of skills you consider valid for each staff. Any skill provided by the staff on their profile will be shown as suggestions, which you are free to keep or not. You can also add any other skill as needed.
It is critical that the right skills be associated with each staff to use Workstaff productively. See Organizing & Classifying your staff for more details.
Pictures
You can override the main profile picture from the top of the staff profile drawer. Click the profile picture, then choose Select image... to upload the image your organization should use. If the staff member already had their own profile picture, use Revert to original to restore it.
The Pictures card lets you override additional profile photos. By default, Workstaff shows the photos uploaded by the staff member. Click Make editable copies to create a separate version you can manage for your organization, or Use custom photos if the staff member has not uploaded any photos yet.
After the pictures are editable, you can add, preview, remove, and reorder them. Click Revert to go back to the staff member’s original profile photos.
Additional Details
The About Me, Spoken Languages, Work Experience, and Transportation sections can be completed by staff in the mobile app once they have claimed their profile. Managers can override About Me and Spoken Languages from the staff profile. Work Experience and Transportation continue to display the information provided by the staff member.
Override Staff Profile Information
Managers can maintain an organization-specific version of selected profile information, even after a staff member has claimed their profile. An override changes the information your organization uses without changing the staff member's original profile.
Managers can override:
- First name, last name, and birth date under Identity
- Legal Name
- About Me
- Spoken Languages
- The main profile picture
- Additional Pictures
To override profile information:
- Go to Staff and open the staff member's profile.
- Open the Profile tab.
- Click the edit control for the information you want to change. For the main profile picture, click the picture itself.
- Enter or upload the information your organization should use.
- Click Save when the section includes a save action.
When View original is available, expand it to compare your override with the information provided by the staff member. Click Revert to remove the override and use the original value again. For the main profile picture, use Revert to original.
While an override is active, changes the staff member makes to the corresponding original field do not replace your organization's version. Reverting the override restores the latest information from the staff member's profile.
Calendar
The Calendar tab provides a detailed view of a staff member’s agenda, showing their availability as well as their past and future bookings.
It is recommended that staff update their availability regularly in the calendar via the application. If this information is not up to date and the worker’s actual availability is known, it is possible to replace the information entered by the staff by manually updating their availability in the system.
Once availability is specified on certain dates, these dates will be highlighted as follows:
- Green: Available
- Yellow: Partially Available
- Red: Not Available
Employment Details
State (active/inactive)
You may sometimes need to hide some of your staff temporarily without completely removing their profiles from your database (ex: seasonal workers, parental leave, etc.). For such cases, you can make a profile inactive. Inactive profiles will stay in your database and still be searchable in the global search, but won't show as candidates and won't receive work offers.
Employee Number
This field is an arbitrary field you can use to assign a number of your choosing to each staff. This number will show in most data exports, so it's a convenient place to put any identification number that might help you match data in an external system such as a payroll or accounting software.
Date of Hire
By default, this field will be set to the date you created the staff profile in Workstaff, but it can be changed to whatever date you consider for an employee's reference date for determining experience / seniority. This field is used when sorting profiles by seniority.
Employment Type
Workstaff will treat employee profiles differently depending on their employment type:
- Payroll: Employees who receive a regular salary.
- Contractor: Autonomous workers who are expected to send you invoices for their worked hours.
- Volunteer: People giving some of their free time without being compensated in return.
Departments
You can associate each staff profile with none, one or more departments. Profiles associated with specific departments will always show up only when you're working in the context of that department.
For more details, see Manage Departments.
Hourly Rate
This is the default hourly rate that will be used when calculating compensation for the person. This rate can be overridden as needed everytime a person is booked and should not include any possible Premium.
Warnings
The Warnings tab allows you to view disciplinary warnings issued to a staff member and create new ones.
When issuing a Disciplinary Warning, you can:
- Add Private notes.
- Share the warning with the staff.
- Add notes for staff.
When a disciplinary warning is shared, the staff receives a notification and can view the details, including shared notes, directly in the mobile app.
Claimed vs Unclaimed Profiles
When you initially add a staff profile in Workstaff, this profile is considered as being Unclaimed.
To claim a profile, a staff must install the mobile app and log in using either the phone number or email address associated with their profile.
Once claimed, the staff member controls their original personal profile, including their name, birth date, contact information, and location. Managers can still create organization-specific overrides for the supported profile fields described above. Contact information and location cannot be overridden.
Profiles Without Contact Information (placeholders)
Under some circumstances, some workers may need to be added without any contact information. Workstaff allows profiles without any email or phone number to be added and managed as any other profiles.
These kinds of profiles can be booked and managed similarly to any other profiles, but because they don't have any contact information, you'll need to keep the following in mind:
- They will not be able to use Workstaff or log in to the mobile app
- They will never be contacted or receive notifications