People, roles and places
Add the people and resources you plan, the roles they can do and where they work; their contract hours, work days and rates; custom fields and importing a CSV file.
People and resources
Go to People & set-up > People & resources.
- Add person for someone who gets shifts. Only the name is needed; add an email so their shifts are emailed when you publish.
- Add resource for a van, a room or a machine (type, e.g. Van, Room). Resources are planned like people and never count for your plan.
- Bring in adds people from Ellibo HR when you use it, and From a CSV file imports a list.
Tick several people to change their role, place or hours together.
Open a person to see their next shifts and time off, and to change their details:
| Field | What it does |
|---|---|
| Main role and Can also do | Which shifts they do; open shifts are offered to people with the role |
| Usual place | Where they usually work |
| Contract hours a week | You get a warning when the plan goes over |
| Never more than (hours a week) | Their own ceiling, above the business rule |
| Work days, Day starts, Day ends | Their usual days and hours, used by auto plan |
| Cost an hour and Bill an hour | For the cost of the plan and invoices from shifts (planners only) |
| Skills and areas | Field Service skills and areas, when you use Field Service |
| Young worker | The young-worker rules apply |
| Colour on the board and Notes (planners only) | For you |
Someone who leaves can be made inactive with Make inactive: their past shifts and reports stay, and they stop counting for your plan. Make active again counts them again.
People beyond what your plan covers show Paused - beyond the plan: they get no new shifts until you upgrade.
Sign-ins
A person can get shifts by email only. To let them open My shifts, take open shifts and ask for time off in the app, use Invite to sign in on their page (or Link an existing sign-in) and choose their Planning role. See Planning users and roles.
Roles
People & set-up > Roles holds the jobs on the floor: Chef, Server, Cashier, Guard, Nurse. Click Add role. A role can have a Bill an hour and a Cost an hour used when a person has none of their own, and a Skill needed when you use Field Service. A role in use is turned off rather than deleted; Use again brings it back.
These roles are about the work. Who may do what in the app (Admin, Planner, Employee, Viewer) is set in Settings > Users.
Places
People & set-up > Places: Add place, or Add from your POS shops and Add from HR locations when you use those apps. A place that is a POS shop or outlet can use Staff by sales hour.
Custom fields
On Standard and above, Settings > Custom fields adds your own Shift fields and Person fields - for example a gate code or a uniform size.
Import
Settings > Import brings in people or shifts from a CSV file. Choose the file (or Download a sample CSV first), match your columns, check the rows, then Import.