Overview
The Staff page allows managers to view and update details about their employees. This article provides an overview of the information displayed as well as configuration options for configuring users on the Staff page.
Table of Contents
Staff List
Certifications
Search Employee
Filters
Add staff to Schedule
Edit Hire Dates
Welcome Sheets
PDF/Excel document
Staff Member Profile
Staff Member's Profile
Details
Availability
Jobs/Schedules
Staff List
A - The All Staff Certifications link takes you into an area where you can view and adjust your staff’s availability on a store-wide basis (Fig.1)
B - Search for any name here. Simply start typing in the name, and the list will start showing options (Fig.2)
C - You can filter the list by schedule or job simply by selecting the desired job or schedule
D - You are also able to add one or more staff members to any schedule by checking the box next to the staff member and desired schedule
E - Edit staff members’ hire dates by checking the boxes next to the appropriate individuals, and selecting Edit Hire Dates. A window will appear, where you can adjust their hire dates
F - Generate one or more welcome sheets by checking the boxes beside the appropriate staff members, and selecting Welcome Sheet
G - Generate a PDF or Excel document of the staff list by selecting Export
H - Selecting any name in the list will bring up that staff member’s profile, where you can adjust their personal information. Selecting column titles will sort the column
I - Employee attributes show up in the form of Badges. Badges automatically appear based on the information within the staff member's profile. They are reflected for the following information: minor (M), borrowed (B), shared (S), voluntary standby list (V), and note (N). Hovering over a badge will show the relevant information. Badges will also display in the Scheduler, the Scheduler Roster and the Mobile Roster
Selecting any name in the list will bring up that staff member’s profile, where you can adjust their personal information. Selecting column titles will sort the column.
Fig.1 - All Staff Certifications
Fig.2 - Staff List [select image to enlarge]
Staff Member's Profile
Details
A - Add or adjust the individual’s email, contact information, preferred name, and birthdate (Fig.3)
B - Send the individual their current schedule or login information. In order to receive either, they will have had to set up their email or text information in their account
C - Send the staff member a message. This message will appear in their internal messaging inbox. They will also receive an email if they’ve set it up in their account
D - Check the box next to any applicable certification for this individual, and use the calendar tool to select the expiration date for the certification. HotSchedules will notify management and the staff member when the expiration date draws near
E - Select the status of the individual to change it. Inactive staff members will not show up as an option for any schedules but can be reinstated later. Terminated staff will need to be added again if you ever want to rehire them. Further details and examples here: HS: Changing the Status of User Accounts
Please note: if your point of sale is integrated with HotSchedules, the status in HotSchedules is determined by the point of sale. If you update it here, you will need to also update it in the POS
F - Select the permission of the individual to adjust it. Note that permissions are adjusted in a hierarchy; a manager could not adjust the permissions of the GM, for example
G - If your store uses Meal Break Planning, you will be able to adjust MBP parameters
H - Check the box to use a preferred name rather than a first name throughout the site
Please note: There are a few exceptions where you will still find the first name rather than the preferred name, these include: Payroll Exports, Payroll Reports, and the First Name Field under their Personal Settings and Staff List Details.
Fig.3 - Staff Member's Profile [select image to enlarge]
Availability
Under the Availability tab, you can adjust the individual’s weekly availability. This information stays the same from week to week unless you change it. You can see the latest changes by selecting the date tiles. To adjust availability, select the Plus icon. Then drag your cursor over a time frame to make it unavailable. Gray signifies the individual is not available. You are able to make time frames longer and shorter by dragging the ends and splitting them up by selecting the middle of a time frame and adjusting accordingly.
Fig.4 - Staff Availability [select image to enlarge]
Schedule Thresholds
Managers can also create Schedule Thresholds for their employees when setting availability. If an employee is then scheduled outside of those thresholds, the Scheduler will inform the scheduling manager. To create a Schedule Threshold, managers can navigate to the bottom of the tab and enter thresholds for the following:
- Days Scheduled in a Week: Managers can enter a minimum and a maximum number of days in a week an employee can be scheduled
- Hours Scheduled in a Week: Managers can enter a minimum and a maximum number of hours in a week an employee can be scheduled
- Hours Scheduled in a Day: Managers can enter a maximum number of hours in a day an employee can be scheduled
Review this article if you need assistance with updating an employee's availability: HS: How to Submit Availability Changes for an Employee.
Jobs/Schedules
Under the Jobs/Schedules tab, you can regulate the schedules of which this individual is a part by checking the appropriate boxes.
You can also adjust the job information for the individual. If your point of sale is integrated with HotSchedules, the jobs will be brought over automatically. If your POS is not integrated, you are also able to manually select which jobs the individual works.
Whether or not your point of sale provides the individual’s jobs, you are able to rank their skill levels using the drop-down menus next to each job.
Fig.5 - Jobs/Schedules [select image to enlarge]
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