Add staff
Each staff member is created as one active profile with a wage type, rate, team, start date, leave allowance, and a unique Staff code. This profile is the main source for all People/HR features.
The admin adds a staff member once and Vasco generates the Staff code automatically. Share that code directly with the staff member so they can sign in from their phone. If the data is wrong, edit the profile; if the staff member leaves, archive them so the history stays—don't create duplicates or delete old history.
Before you start
Have this ready
- Prepare the staff member's name and start date.
- Decide the wage type: Daily, Weekly, or Monthly; construction companies can also use Piecework/Subcontractor where available.
- Prepare the rate, overtime rate, team, starting project, and leave allowance.
- Make sure the staff member hasn't been created before, to avoid a duplicate profile.
Done when
- The staff profile is active and appears in the People list.
- The Staff code is available to copy or share.
- The staff member is ready to be added to schedules, attendance, leave, payroll, and cash advances.
What each staff field means
| Fields | Required? | How to fill it in |
|---|---|---|
| Name | Yes | Use a name that's easy to recognize in payroll and attendance; avoid ambiguous nicknames |
| Skills | Optional | Example: Ironworker, Sales, Admin, or Operator |
| Team | Optional | Use consistent naming so searching and grouping are easy |
| Wage type | Yes | Choose Daily, Weekly, Monthly, or another type available according to the contract |
| Projects | Optional | Choose a starting project or Not assigned yet; it can be changed when the assignment changes |
| Wage/salary | Yes, for payroll | Enter the value according to the type: per day, per week, or per month |
| Overtime rate/hour | Optional | Fill in only after the overtime policy is agreed; zero means no special rate on the profile |
| Start date | Optional but recommended | Use the actual start date |
| Leave allowance | Optional | Enter the annual quota, 0–365, according to your policy |
| Foreman | Optional | Turn on if the staff member supervises a team and may view/record attendance for the related crew |
Add one staff member
- 1
Open People/HR → Staff
Sign in as an Admin, open the Staff list, then choose Add staff.
Result: The new staff form opens.If something goes wrong: If the button isn't there, check the Staff access rights or use an Owner account. - 2
Fill in identity and assignment
Enter the name, skills, team, and project. Choose Not assigned yet if the assignment isn't final.
Result: The staff member can be searched and grouped correctly.To cancel / undo: Choose Cancel or close the form before Save. No profile is created. - 3
Choose the wage type and rate
Choose the wage type, then enter the value in the unit shown. Add the overtime rate if you use one.
Result: Payroll uses the right cycle and base rate.If something goes wrong: The value must be greater than zero when a rate is required. Don't enter a monthly salary in the daily wage field. - 4
Fill in the start date and leave allowance
Use the official start date and the approved annual quota.
Result: Service history and leave balance have the right starting point. - 5
Decide whether they are a Foreman
Turn on Foreman only if the person really needs to monitor the attendance of people on the same project.
Result: Field access matches responsibility. - 6
Check, then Save
Re-read the name, wage type, rate, and dates. Press Save once and wait for the confirmation.
Result: The profile is created and the Staff code is generated automatically.If something goes wrong: If your connection is slow, don't press Save repeatedly. Go back to the list and search for the name before trying again so you don't create a duplicate.
Share and reset the Staff code
- 1
Open the staff details
Choose the newly created staff member and find the Staff code section.
Result: The 6–8 digit code is ready to copy or share. - 2
Share it privately
Use Copy or Share, then send it only to the profile owner. Ask the staff member to try signing in during onboarding.
Result: The staff member can sign in without an email and password.If something goes wrong: If the code is rejected, make sure there are no spaces or swapped digits, and that the staff member isn't using the Admin tab. - 3
Reset if the code leaks or is lost
On the staff details, choose Reset code/Create code and confirm the action.
Result: A new code is created; treat the old code as no longer valid.To cancel / undo: Cancel in the confirmation dialog if a reset isn't needed yet. After a successful reset, there's no way to use the old code again—share the new code with the staff member.
The code is a sign-in credential
Don't paste the whole list of codes in a public group or an open location. If you suspect someone else knows a code, reset that staff member's code right away.
Edit saved staff data
- 1
Open the details, then Edit
Search for the staff member, open their profile, then choose Edit.
Result: The form loads the currently saved values. - 2
Change only data that's been approved
Update the team, project, skills, rate, dates, quota, or Foreman status according to the source documents.
Result: The active profile uses the latest information.To cancel / undo: Close the form or choose Cancel before Save to keep the old values. - 3
Check the payroll impact
If you change the wage type or rate, check Draft payroll and the effective period. Don't change a rate just to force a period to produce a specific figure.
Result: The profile change doesn't create an unexplained difference.If something goes wrong: If the period is already Reviewed, Approved, Locked, or Paid, finish the payroll status controls before changing the source. A Paid period is final.
Archive staff who leave, and restore if needed
Archiving is the safe way to deactivate a staff member without deleting attendance, payroll, cash advances, or other history. Use Archive—not a new profile or deletion—when a staff member leaves temporarily or permanently.
- 1
Make sure obligations are settled
Check the latest attendance, payroll, cash advances, leave, and upcoming schedules. Delete or reassign schedules that no longer apply.
Result: No open work is left behind. - 2
Choose Archive
From the staff details or multi-select mode, choose Archive and read the confirmation.
Result: The staff member moves from the active list to Archive; the history is kept.To cancel / undo: Choose Cancel on the confirmation to keep them active. After a successful archive, use Restore from the Archive list if the decision changes. - 3
Restore if they return to work
Open the Archive filter/tab, choose the staff member, then Restore. Check the project, rate, access, and schedule again.
Result: The old profile is active again without losing history.If something goes wrong: Sign-in access may need a Staff code reset. Don't create a second profile if the old one can still be restored.
Prevent and handle duplicate profiles
- Search the full name, nickname, team, and archive before adding a staff member.
- If Save seems slow, wait and go back to the list; don't resend right away.
- Restore the old profile for staff who return to work.
- If two profiles already have transactions, don't archive either one at random. Decide on the main profile and contact the Vasco team to handle the history.
Common problems when adding staff
| Problem | Common cause | Solution |
|---|---|---|
| The staff member can't be saved | A required name/rate is empty or the rate isn't greater than zero | Fill in the marked fields and match the wage type |
| The staff member can't sign in | Wrong code, old code, or the Admin tab was chosen | Open the details, copy the active code, then try the Staff tab |
| The staff member doesn't appear in the schedule | The profile is still in Archive, or a project/team filter is active | Restore the profile or reset the filter |
| Pay looks wrong | The rate unit doesn't match the wage type | Correct the profile and check payroll while it's still Draft |
| The name was created twice | Save was resent or the old profile wasn't searched for | Don't continue transactions on both; decide on the main profile and ask for help if both already have history |
Questions and answers
Can a staff member be created without a project?
Yes. Choose Not assigned yet, then set the project when the assignment is clear.
What if the wage type changes?
Edit the profile based on the date and the official decision, then check Draft payroll. Don't change the wage type on a period that's already paid to revise final history.
Does archiving a staff member delete their history?
No. Archiving removes the profile from the active list while keeping the historical data. The profile can be restored.
Does the old Staff code stay active after a reset?
No. After a successful reset, share the new code and treat the old one as invalid.
A staff member is back at work—create a new profile or restore?
Restore the old profile so the history stays together, then re-check the rate, project, access, and Staff code.