Keep your people records up to date in the app, including contact details, roles, foreman information, safety equipment, and recognition. You can also record inductions from an individual staff profile and keep inactive people separate from your current team.
Getting there
Open Staff from the main navigation.
From the staff area, choose the relevant view:
The active staff list for current team members.
View Inactive for people who are no longer active.
The foreman view to see active staff whose role is Foreman.
PPE Register for issued protective equipment.
Thumbs Up for peer recognition records.
Your access determines whether you can add, edit, or delete records. People with view-only access can still open the information they are permitted to see.
Key concepts
Active and Inactive are separate staff lists. The main list shows active people; inactive people are available through View Inactive.
A staff member’s role can be Crewman, Foreman, Manager, or Admin. The foreman view includes only active staff with the Foreman role.
Staff records include identity and contact details, role and status, job title, address, dates, licence information, pay information, portal access, and notes.
A record can represent a human staff member or a shared tablet. Tablet records are not included in Xero employee push, timesheet synchronisation, or the clock-in staff list. You can optionally assign a human staff member as the tablet’s owner for audit and reporting.
PPE records can be linked to an active staff member, but they can also be left unassigned—for example, while equipment is held as stock.
A thumbs-up record identifies both the person giving recognition and the staff member being recognised. The reason is optional.
How to view staff
Open Staff.
Review the active staff table. It includes each person’s name, mobile number, role, tablet indicator, Xero indicator, synchronisation indicator, and status. Wage-related rates appear only when your access includes wage information.
Use the search box to find a person by name, email, role, job title, or mobile number.
Select a row to open the staff profile.
The staff profile shows the person’s email, phone, role, title, initials, portal login status, and notes when available. If your access includes wage information, it also shows the charge-out rate and staff cost. From the profile you can use Edit Staff, Record induction, or Download PDF when those actions are available.
To review inactive people, select View Inactive. To focus on current foremen, open the foreman view; it reports active foremen only. If there are no active foremen, the page displays No active staff with the Foreman role and provides View all active staff.
How to add or edit a staff member
Add a staff member
On the active staff page, select Add Staff.
Enter the required first name, last name, email address, and job role. The default role is Crewman and the default status is Active.
Add useful details such as mobile phone, initials, address, job title, start date, date of birth, default start time, licence details, notes, and a profile picture.
Set the employment and costing information, including hourly rate, charge-out rate, and staff cost multiplier. The staff cost preview is calculated as hourly rate multiplied by staff cost multiplier.
Choose whether to allow portal login.
If this is a shared tablet, select This is a shared tablet. If appropriate, choose an Assigned tablet user. Tablet records cannot be pushed to Xero or used in timesheet synchronisation and clock-in staff selection.
If you are adding a human staff member, select any relevant Initial competencies. Each selected competency is added to the training calendar as an assessment due in 6 weeks.
Save the record.
New staff start with an hourly rate of $0, a charge-out rate of $48, a staff cost multiplier of 1, portal access enabled, and Xero synchronisation enabled unless you change those settings. When portal access is enabled on creation, the staff member receives an invitation email.
Edit a staff member
Select the staff member from the active or inactive list.
Select Edit Staff.
Update the relevant fields, including status if the person should move between active and inactive lists.
To replace or remove the profile picture, use the photo controls in the form.
Save your changes.
The initial competency selection is available when adding a staff member, not when editing an existing record. If you change a staff member to Inactive, the app returns you to the inactive staff list after saving.
How to manage foreman information
Foreman information is managed through the staff record rather than a separate foreman profile.
Open the staff member’s profile and select Edit Staff.
Set Job Role to Foreman.
Check the contact, address, job title, start date, date of birth, licence details, default start time, and notes.
Save the record.
Return to the foreman view to confirm the person appears there.
The foreman view shows only active staff with the Foreman role. If a foreman becomes inactive, they no longer appear in that view, but their record remains available in View Inactive.
How to manage PPE records
Add a PPE record
Open PPE Register.
Select Add PPE Record.
Enter the PPE Item Name. This is required.
Add an item code, serial number, description, and quantity. The quantity defaults to 1 and must be at least 1.
Select Has Expiry? when the item expires. Enter the number of months from the item-added date; the value must be zero or greater.
Optionally select a person in Issued To. You can leave this blank for unissued stock.
Save the record.
The register shows the PPE item, item code, serial, quantity, person issued to, date added, and expiry date. Select a row to view its details. From the detail page, people with edit access can select Edit, print the record, or delete it.
Edit or remove a PPE record
Open the PPE record and select Edit, or use the edit control in the register. Update the item details, expiry settings, or person issued to, then save. Deleting a record permanently removes that PPE register entry, so use deletion only when the record should no longer exist.
How to manage thumbs-up records
Give recognition
Open Thumbs Up.
Select Give Thumbs Up.
In Nominated by, choose the staff member giving the recognition.
In Staff member to recognize, choose the person being recognised.
Enter an optional explanation in Why are you recognizing them?
Select Give Thumbs Up to submit.
The Thumbs Up list shows the nominee, who nominated them, the reason, and the date. Use search or the available filters to find a recognition record, then select it to view the full details.
Edit or delete recognition
Open the recognition record and select Edit. You can change the nominator, nominee, and reason, then select Save changes. People with edit access can also delete a record from its detail page.
Tips & things to know
Keep a staff member’s status accurate: active people appear in the main list, while inactive people are kept under View Inactive.
Assign Foreman as the job role—not just a job title—when someone should appear in the foreman view.
Complete address, date of birth, and start-date information when you use Xero synchronisation. For a non-tablet staff member, these details and a pay calendar are required when Xero synchronisation is enabled.
A tablet is treated differently from a human staff record. Selecting This is a shared tablet turns off Xero synchronisation and clears Xero linkage.
PPE can be recorded before it is handed out. Leave Issued To blank for unassigned stock.
PPE expiry is calculated from the item-added date using the expiry period you enter.
Both people in a thumbs-up record must be selected. The reason is optional, but adding a specific reason makes the recognition more useful.
Wage information is restricted. If you cannot see hourly, charge-out, or staff-cost information, this is controlled by your access level.
Initial competency selections are offered only while creating a human staff record and create assessments due in 6 weeks.
FAQ
Why does a staff member not appear in the foreman view?
The person must have status Active and job role Foreman. Check both fields in Edit Staff.
How do I find someone who has left the company?
Open Staff, then select View Inactive. Inactive records are not shown in the active staff list or foreman view.
Can I record PPE without assigning it to someone?
Yes. Issued To is optional, so you can record unissued or warehouse stock and assign it later.
Why can’t I select a tablet in the PPE or recognition staff list?
Tablet records are excluded from the staff choices for these records. Select a human staff member instead.
What happens when I enable portal access?
Portal login is shown as allowed on the profile. When portal access is enabled while creating a staff member, the app sends an invitation email so the person can sign in.
Can I add initial competencies after creating the staff member?
No. Initial competencies appear while adding a human staff member. For an existing person, manage training and induction records from their staff profile instead.
Why can’t I edit or delete a record?
Adding and changing staff, PPE, and thumbs-up records requires edit access. If you have view-only access, you can view permitted records but the editing controls are not available.
Can I print or save a record?
Yes. Staff profiles include Download PDF. PPE and thumbs-up detail pages include a print option.