Overview

The staff members list page provides

• A searchable & filterable list of all active & inactive staff
• Links to all staff member’s profiles
• The ability to create a new staff member
• Quick access to a staff member’s employment status, employee id, mobile number and which depot they are assigned to
• The ability to generate printable licence expiry warning letters & send those letters to staff via email
• A variety of exports including
  • licence & drivers authority data
  • Equipment
  • File notes
  • Predeparture check records

The manage staff member page (inside a staff member’s profile) gives you the ability to

• Edit a staff member’s personal profile data
• Record details of equipment issued to the staff member
• Add edit & delete licences, leave, file notes, vehicle restrictions & roles
• See a record of recent clock on & clock off dates & times
• Change a staff member’s status between active & inactive
• View a staff member’s status change history via the activity log

Creating a new staff member

1. Navigate to People → Staff members
2. Click the ➕ icon in the header
3. Enter the relevant details
4. Once you have filled out all required fields, click Submit.

❕Note: Before a new staff member can be allocated to a driving job, a current drivers licence & drivers authority must be added to their profile. See below for details on adding licences to a staff member.

View and edit an existing staff member’s profile

1. Navigate to People → Staff members
2. Search for the staff member you want to view or edit using search tool 🔍 at the top of the page
3. Click on the staff member’s Name to open the Manage Staff member page
4. To edit the staff member’s profile, click the ✏ edit button at the top of the page

Mark a staff member as inactive or active

When a staff member is no longer employed at the company, marking them as inactive will remove them from any jobs they may have been allocated to, remove their name from the allocations page & all dropdown lists that allow staff to be allocated to jobs. Their name will still be visible in certain dropdown lists where looking back in time to when that person was still active, may be required, such as in the fatigue details page. Their profile will still exist & can be viewed by filtering for inactive staff & then searching for their name.

To mark a staff member as inactive or active, enter their profile page & access the option via the triple dot menu.

Filters

The default filter when viewing the staff member list is to show Active staff.

To apply additional filters, click on the Filter icon at the bottom of the page.

The additional filters allow you to filter by;

• Driver Authorisation - Yes or No
• Workshop Staff - Yes or No
• Active - Yes or No
• Licence Expiry Period - Filter for staff members who have a licence expiring within set time periods
• Licence Type - Filter for staff with a specific licence type
• Depot - allows you to include staff members from one or more specific depots
• Roles - filter for staff members by role

Licence expiry warning letters

If you filter for a licence type & an expiry period, the filtered list of staff can then be used to generate & print licence expiry warning letters or have those letters sent via email. The options to print or send the expiry letters are available in the triple dot menu.

Triple dot menu options

• Print Licence Expiry Warning Letters - This will generate a letter for each staff member who has a licence due to expire within the time period you have filtered.
• Send Licence Expiry Warning Emails - will send an email to each staff member who has a licence due to expire within the time period you have filtered.
• Export all data to Excel - outputs a flat list of staff members including their skill specs
• Export Current DA’s To CSV - outputs a list of Driver names & DA numbers for checking against the applicable government authority.
• Export Licences To Excel - outputs a list of staff members and their licence details including the expiry date of each
• Export Equipment To Excel - outputs a list of all equipment information for each staff member to Excel
• Export Equipment Counts to Excel - outputs a summary of each equipment type, description, size and the quantity recorded for each
• Export File Notes To Excel - outputs all staff notes recorded including who added the note and when it was added
• Export Predeparture Checks to Excel - outputs the predeparture check information recorded for each job based on jobs occurring within the date range specified

Staff member profile tabs

All tabs inside a staff member’s profile are editable, except for Clock Ons & Activity log.

The ‘Clock Ons’ tab shows a list of the most recent clock on & clock off times & the Activity Log tab shows lifecycle events such as probation changes or being made inactive or being reactivated.

All other tabs are editable & allow you to interact with or add to the records inside, by way of add & edit buttons.

🧠 Learn more about Skill Specs, Roles, Leave, Equipment, Vehicle Restrictions List ****

In This Topic

Related Topics:

Skill specs

Roles

Leave

Equipment

Vehicle restrictions