Open Staff
From the left navigation menu, go to People & Places.
Click Staff.
The Staff page will open.
Open the Staff Member’s Profile
Use the Filter staff search field to find the staff member.
Click the staff member’s row to open their profile.
The staff profile includes several sections, such as:
Avatar
Profile
Personal Information
Employment Information
Support & Training
Archive
Update the Staff Avatar
Use the Avatar section to upload or update the staff member’s avatar.
An avatar is optional, but it is recommended because it helps identify staff more easily across the platform.
Click the avatar area to upload a custom avatar from your files.
Update Basic Profile Details
Use the staff member’s Profile section to update their main account details.
Fields may include:
First Name
Last Name
Email Address
User ID
Phone Number
Branch
User Availability
Account Status
Use User Availability to set whether the staff member is available for work.
Use Account Status to control whether the user account is active.
Click Save after making changes.
Update Personal Information
Use the Personal Information section to update optional personal details.
Fields may include:
Gender
Date of Birth
Address Line 1
State
City
Post Code
Emergency Contact Details
Only add information that is relevant and appropriate for your organisation to store.
Click Save after making changes.
Update Employment Information
Use the Employment Information section to update work-related details.
Fields may include:
Position
Employment Type
Line Manager
Minimum Contracted Hours
Pay Calendar
Blue Card Number
Blue Card Expiry Date
Worker Screening Number
Worker Screening Expiry
Employment Commencement Date
Employment Termination Date
This information may support rostering, pay calendars, compliance, and reporting.
Click Save after making changes.
Update Support and Training Details
Use the Support & Training section to record staff training and care-related details.
Fields may include:
Certificates
Requirements
Use this section to keep staff training, certificates, and requirements up to date.
Click Save after making changes.
Review the Updated Staff Record
After saving, review the staff profile to confirm the details are correct.
Check important fields such as:
Name
Email Address
Phone Number
Branch
User Availability
Account Status
Position
Employment Type
Line Manager
Pay Calendar
Screening or card expiry dates
Important Notes
Staff details may affect rostering, timesheets, invoicing, reports, and compliance workflows.
User Availability is different from Account Status.
User Availability indicates whether the staff member is available for work.
Account Status controls whether the user account is active.
Save each section after making changes.
If the staff member should no longer be active, use the Archive section instead of deleting their record.
Historical timesheets, shifts, and records remain linked to the staff member.
Troubleshooting
If you cannot edit a staff profile:
Confirm you have permission to edit staff records.
Refresh the page and try again.
Ask an administrator to review your role permissions.
If changes are not saving:
Check for required fields that may be missing.
Review any validation messages.
Confirm email addresses, phone numbers, and dates are formatted correctly.
Click Save in the section you updated.
If the staff member is not appearing in rosters:
Check User Availability.
Check Account Status.
Confirm the staff member has the correct branch, position, employment type, or pay calendar.
Ask an administrator to review roster-related settings.
If staff access does not look correct:
Check the staff member’s assigned role.
Review their account status.
Ask an administrator to review roles and permissions.