People and leave

Your access to Staff information and actions depends on your permissions. If a tab or action is not available, ask an Admin or System Administrator to update your access.

Key concepts

• Staff are the people maintained in your 3PM Base account. Active and inactive Staff can be retained in the directory; permanently deleted Staff are not available.
• Staff groups collect one or more Staff members for easier selection and organization. A Staff group must contain at least one Staff member, and every member must belong to the same account.
• Leave Types describe the kind of leave being requested. A Leave Type can use hours or days, be paid or unpaid, appear on a payslip, and be available for requests.
• Leave balances show the available balance for a Staff member and Leave Type. Balances may be supplied by a connected payroll service or maintained in 3PM Base.
• Leave Requests record the Staff member, Leave Type, dates, number of units, and description. A request can be requested, approved, declined, or cancelled in the Leave area.
• Pay Calendars control pay frequency, the week start, and period boundaries. These settings are shared with Timesheets and leave-related work.

How to manage Staff and StaffGroups

Add or update Staff

1. Open Resources and choose Staff.
2. Choose the action to add a Staff member, or open an existing Staff record to edit it.
3. Enter or update the person’s name and the available contact, role, start-date, engagement, and payroll details.
4. Save the Staff record.

A first name and last name are required when adding Staff. The Staff list is ordered by last name and first name, and includes both active and inactive records that have not been permanently deleted.

Create or update a Staff group

1. In the Staff area, open the Staff groups view.
2. Choose the action to add a group.
3. Enter a group name and select at least one Staff member. You can also add a description and color.
4. Save the group.
5. To change it later, open the group and update its name, description, color, or Staff members.

A Staff group cannot be saved without a Staff member. Archived or inactive Staff can remain in a group, but permanently deleted Staff are not shown.

How to manage LeaveTypes and balances

Add or edit a Leave Type

1. Open the financial settings area and choose Leave Types.
2. Choose Add Leave Type.
3. Enter the Leave Type Name.
4. Select Units as hours or days.
5. Set whether it is paid, appears on a payslip, and can be requested.
6. Optionally enter Entitlement and Loading Rate.
7. Save the Leave Type.

The standard Leave Types are created automatically when an account first loads its Leave Types, including Annual Leave, Sick Leave, Bereavement Leave, Unpaid Leave, and Public Holiday. Public Holiday is not available for requests by default; the other standard Leave Types are.

Use Refresh to reload the list. You can change whether an active Leave Type can be requested, deactivate it, or edit it. A Leave Type that is supplied by a connected payroll service has fewer editable fields: its entitlement, request availability, and active status can be changed in 3PM Base.

Check a balance

1. Open Resources and choose Staff.
2. Open the Staff record.
3. Review the Leave balances shown for that person.

When a payroll service is connected, 3PM Base can retrieve a balance for a selected Staff member and Leave Type. If no balance is available, the displayed balance is zero. The units shown are hours or days, according to the Leave Type or payroll information.

How to manage LeaveRequests

Create a Leave Request

1. Open Resources, then choose Leave.
2. Choose Create Leave or the add action in the calendar.
3. Select the Staff member and Leave Type.
4. Enter the start date, end date, number of units, and any description.
5. Review the balance shown for the selected Staff member and Leave Type.
6. Save the Leave Request.

Only active Leave Types that can be requested are available when creating a Leave Request. A Staff member cannot have overlapping requested or approved Leave Requests for the same dates.

Review and action Leave Requests

The Leave area offers List and Calendar views. In List, you can filter by status, sort, group, change the number of items shown, and open an individual request. In Calendar, use the day, week, or month view and move between periods.

For a request awaiting a decision:

• Choose Approve to approve it.
• Choose Decline, then provide a reason.
• Use the available edit or delete action when you need to correct or remove a request.

A declined request requires a reason. The calendar distinguishes requested, approved, declined, and cancelled leave so you can see the current state at a glance.

How to manage work settings

Work scheduling settings are managed through Pay Calendars in the financial settings area.

1. Open the financial settings area.
2. Open Pay Calendars.
3. Review or update the pay frequency, week start, and period boundaries.
4. Save the changes.

Changes to Pay Calendars are reflected across Timesheets and related work. If you need to change a Staff member’s individual payroll or work information, edit that Staff record instead.

Tips & things to know

• Use the Leave calendar to spot leave across a month, week, or day before creating another request.
• Keep inactive Leave Types for historical records, and turn off request availability when a Leave Type should no longer be selected for new requests.
• A Leave Request uses the Leave Type’s units, so check whether the request is measured in hours or days before saving it.
• Staff groups are useful wherever 3PM Base asks you to select a set of Staff, including scheduling and Timesheets.
• Payroll-supplied Leave Types and balances may depend on the connected payroll service and synchronization settings.

FAQ