Staff
The Staff menu is the main source of workforce identity and status. From here an Admin can search, filter, edit profiles, share or reset Staff codes, view history, and archive and restore staff.
Use one profile per person for the whole duration of their employment. Edit the profile when data changes, Archive it when they're inactive, and Restore it if they return. History stays attached to the same profile, so attendance, payroll, leave, and cash advances can be traced.
Before you start
Have this ready
- Sign in as an Admin with Staff/Attendance access.
- Make sure the staff member you want to find or manage has no duplicate profile.
- For a change of rate or wage type, prepare the basis for the change and the period it applies to.
Done when
- Active and archived profiles are organized without losing history.
- The Staff code is known only to the staff member concerned.
- Profile changes that affect payroll have been checked in a Draft period.
Get to know the Staff list
| Control | Purpose | Example use |
|---|---|---|
| Search | Searches names, teams, or other displayed information | Search “Budi” before creating a new profile |
| Active/archived status | Separates staff who still work here from those who were deactivated | Search for a former staff member to restore |
| Wage type | Filters Daily, Weekly, Monthly, or other types | Checks payroll readiness per cycle |
| Team/project | Checks assignments and work groups | Find all staff on a specific project |
| Select multiple | Archives several profiles at once | Offboarding a team after all obligations have been checked |
Reset filters before concluding data is missing
If a staff member isn't visible, clear the search, show all types/teams, then check Archived. Many “missing staff” cases are actually caused by a filter that is still active.
Read and verify staff details
- Identity: name, skills, team, project/assignment, start date.
- Compensation: wage type, main rate, overtime rate, and relevant bonuses and deductions.
- Policy: leave allowance and whether the staff member is a Foreman.
- Access: active Staff code and linked account status, if shown.
- History: attendance, payroll, cash advances, corrections, and other available activity.
Does the data look different? Check the period
The profile details show the current configuration, while a paid payslip uses a snapshot from the time of payment. A rate change today doesn't rewrite old payslips.
Edit a profile without damaging history
- 1
Find and open the right staff member
Match the name, team, project, and brief history before choosing Edit—especially if there are people with the same name.
Result: The change is applied to the right person. - 2
Note sensitive old values
Before changing the wage type, rate, start date, leave allowance, or Foreman status, keep a reference to the internal decision.
Result: The change can be explained if payroll questions come up. - 3
Edit, then review the whole form
Update the fields you need and make sure a wage type change doesn't cause the rate to be read in the wrong unit.
Result: The new profile is consistent.To cancel / undo: Choose Cancel or close the form before Save to keep the old profile. - 4
Save once
Press Save and wait for confirmation. Reopen the details to check the result.
Result: The active profile is updated.If something goes wrong: If you're not sure the save worked, don't press it again right away. Go back to the details and look at the values shown. - 5
Review the next impact
Open the relevant schedule, leave, or Draft payroll and make sure the staff member is still in the correct cycle.
Result: Cross-feature effects are known before the period is locked.
Manage Staff access
| Condition | Action | Consequence |
|---|---|---|
| New staff member | Copy/Share the Staff code from the details | The staff member can sign in on the Staff tab |
| Staff member forgot their code | Copy the active code and send it privately | The code doesn't need resetting if it hasn't leaked |
| Code is known to others | Reset the code, then share the new code | The old code is no longer used |
| No code yet | Choose Create code if that action is shown | A new code is linked to the profile |
| Staff member already archived | Restore if they've truly returned to work, then check/reset the code | The old profile is active again |
A reset can't be undone back to the old code
The reset dialog can be cancelled before you confirm. Once the new code has been created, share the new code; don't have the staff member keep trying the old one.
Archive one staff member
- 1
Do the offboarding checks
Check future schedules, clock-ins without a clock-out, Pending leave, unpaid payroll, remaining cash advances, and sign-in access.
Result: No important transactions are missed. - 2
Open the details and choose Archive
Read the identity and confirm this is the right profile.
Result: The archive confirmation appears.To cancel / undo: Choose Cancel to keep the staff member active. - 3
Confirm the archive
Continue only after obligations and schedules have been handled.
Result: The staff member moves to Archived; their history is kept.If something goes wrong: If you archived the wrong person, open Archived and Restore. Check the code and assignments again after restoring.
Archive several staff at once
- 1
Use filters to narrow the list
Choose a team, project, or wage type, then check every name.
Result: The risk of selecting people outside the scope is reduced. - 2
Enter multi-select mode
Select one by one and re-read the count and the list of selected people.
Result: The scope of the bulk action is known.To cancel / undo: Exit select mode or uncheck before confirming; no data changes. - 3
Archive and audit the result
Confirm, then open Archived and make sure only the intended staff moved.
Result: Bulk offboarding is completed with verification.If something goes wrong: Restore wrongly selected profiles one by one and check their access.
Bulk archive does not replace checking obligations
Bulk actions speed up status changes, but they don't resolve schedules, payroll, or cash advances that are still open. Reconcile before you confirm.
Restore staff from Archived
- 1
Open Archived and find the old profile
Search the name and match the history to make sure it's the right profile.
Result: The historical profile is found without creating a duplicate. - 2
Choose Restore
Confirm the reactivation.
Result: The staff member returns to the active list.To cancel / undo: Cancel in the dialog if the person hasn't actually returned to work. - 3
Check configuration that may be outdated
Review the project, team, wage type/rate, leave allowance, Foreman status, schedule, and Staff code.
Result: The old profile is ready for the new working conditions.
Troubleshooting Staff
| Symptom | Possible cause | Safe action |
|---|---|---|
| Doesn't appear in the active list | Archived, or a filter is active | Reset the filters, then check Archived |
| There are two profiles | Duplicate creation, or the old profile wasn't restored | Stop new transactions on one of them; decide on the main profile and ask for help if both have history |
| Can't be edited | Insufficient access, or the related period is locked | Check the role and payroll status |
| Code rejected | Old code, wrong digit, or signed in on the Admin tab | Copy the active code and use the Staff tab; reset if needed |
| Old history didn't change after the rate was edited | Paid history uses a snapshot | This is expected; reconcile the correction in the next period or contact support |
Questions and answers
What's the difference between Archive and delete?
Archive removes the profile from active operations but keeps its history. For staff, this is the safe choice and it can be restored.
Can I create a new profile when a staff member returns?
Better not to. Restore the old profile so attendance, payroll, leave, and cash advance history stay together.
Does resetting a Staff code delete data?
No. A reset only replaces the sign-in credential. The profile and history remain.
Why didn't old payroll change after the rate was fixed?
Completed payments keep a final snapshot. Profile changes apply to calculations that are still open or to later periods; they don't rewrite Paid periods.