How to Add Staff, Managers, and Assistant Managers in RosterElf

Adding staff members, managers, and assistant managers in RosterElf helps you efficiently manage your team across different sites and positions. This guide will walk you through the process of adding staff and assigning them roles within the platform. Managers and assistant managers have additional permissions that help manage operations at a site level, providing flexibility in how you structure your team.

1. Adding Staff Members

Now that you have your Sites and Positions set up, you can start adding staff. As you enter each staff member, you can assign them to the various sites they can work at and the positions they can perform.

Make sure to add their contact details (email and mobile number) so they are automatically notified when rosters are published. Once the staff member is added, they will be notified via email, prompted to download the RosterElf App, and requested to update their availability.

Steps

1. Click on the Staff tab at the top of your screen.

2. You can either click the Plus (+) button at the top left of the screen to add a new staff member or click on an existing staff member to open up the Info tab.

3. Fill in their details (name, email, mobile, date of birth). Then click Save.

TIP: If you have a lot of staff, save time by importing staff from a CSV template or importing staff from Xero. This can simplify the process of adding multiple staff members at once.

2. Adding Managers and Assistant Managers

In RosterElf, Managers and Assistant Managers are staff members with more permissions than regular staff. Both types of managers are assigned to site(s) by Admins, and their permissions allow them to approve or make changes for staff ONLY at the sites they are set up as a manager.

Both roles have similar permissions, but there is a key distinction:

• Managers can see staff wage rates and financials, helping with wage budgets.
• Assistant Managers can plan rosters, approve leave, and approve payroll hours but do not have access to manage labour cost budgets or sales targets.

NOTE: If you have created a Position called Manager but don't want all staff assigned to this position to have additional permissions, note that the role name does not automatically grant the permissions associated with the Manager or Assistant Manager roles.

3. Assigning Managers and Assistant Managers

The following steps will guide you through assigning a Manager or Assistant Manager to a site using the Sites tab. You can also manage staff permissions from the Staff tab, which is useful for reviewing and troubleshooting permissions across your platform.

Steps

1. Go to the Sites tab.

2. Select an existing site or add a new site.

3. Click on the Managers or Assistants tab along the top of the site window to assign staff to one of the Site Manager roles.

4. Click the Plus (+) button to select staff for the role. If the staff member doesn't appear, they may have a different level of permissions for another site or may hold Admin permissions. 

5. Select the staff member and click Update.

FAQs About Adding Staff and Managers in RosterElf

1. What details do I need to add a new staff member?
To add a new staff member, you need their name, email, mobile number, and date of birth. This information ensures they receive notifications and can access their roster through RosterElf.

2. What is the difference between a Manager and an Assistant Manager in RosterElf?
Managers have access to financial data, like staff wage rates, to assist with budgeting. Assistant Managers can manage rosters and approve leave and payroll hours but do not access wage-related data.

3. Can a staff member be a Manager at one site and an Assistant at another in RosterElf?
Yes, a staff member can be a Manager at one site and an Assistant Manager at another. However, within the same site, a staff member can only hold one elevated role at a time.

4. How do I remove a Manager or Assistant Manager from a site in RosterElf?
To remove a Manager or Assistant Manager, go to the Managers or Assistants tab for the site, hover over their name, and click the X next to their name to revoke their role.

5. Can I add multiple Managers to a single site in RosterElf?
Yes, you can assign multiple Managers or Assistant Managers to a single site in RosterElf, allowing flexibility in managing staff and overseeing site operations.