Global Settings

You can control a vast array of options for your organisation. These are managed under the System > Configuration > Global Settings.

General: Details

• Entity Name
  This is the name that we’ll include on various parts of the system and should be your legal or trading name.
• Business Week Starts
  For some reports and views, we need to know the start of the week.
• Business Country
  To provide national holidays and currency automatically.
• Date and time formats
  These allow you to customise how dates and times should be displayed.

General: Data Controller

We use this information on the registration screens as part of your GDPR compliance statement. GRPR compliance is your responsibility but we are ready to be compliant as your data processor.

General: Services

• SMS
  SMS messages are used throughout the site for last minute notifications and urgent messages. You can disable this entire feature here but it will block everything from last minute reminders to evacuation lists.

General: Additional Employee Numbers

• Till Numbers/References
  These can be used for additional employee numbers, till numbers or any other reference you want to store against an employee. This reference is used for some Wage Sheet exports. You can use the label fields to call this anything you want.
• University Number
  These can be used for additional employee numbers or any other reference you want to store against an employee. You can use the label fields to call this anything you want. This is used for reference purposes only.

Payroll: Calculation Method

This is how the system will manage rounding with reports and exports. It allows you to prioritise accuracy or consistency across reports.

 

Payroll: Services

Each of these services add both employee reference fields, account codes, cost codes and more to the site to support the selected payroll service.

For additional information on each of the payroll services please speak to StaffSavvy Support.

Payroll: Export Formats

These additional export formats allow you to export Wage Sheets to different formats for use in other applications or to provide to third parties.

Descriptions on the export formats provide some information on the data they contain and how it will be presented.

For additional information on each of the payroll services please speak to StaffSavvy Support.

Payroll: Settings

• Require NI Number (UK ONLY)
  This option can require NI Number to be added (and optionally verified by a manager) for the employee’s wages to be to be included in Wage Sheets for payroll. When enabled, anyone without an NI number will not be included in wage sheet exports and their hours will be kept on record for when their NI number is provided.
• Require Employee References
  When enabled, staff without employee references for the payroll services you have enabled will not be included in wage sheets. Their hours will be kept back until all of their required references are provided.

Features

This page section allows for lots of different features to be turned on and off. The change will take place almost instantly and can be changed at any time.

Disabling a feature will not remove any data; it it will be retained until the feature is enabled again.

 

Integrations

This is where you are able to enable Integrations with StaffSavvy.
Please see the detailed integration sections at the end of this document for more information.

The integrations available include: 

• Actatek
• ArtifaxEvent
• Yesplan
• Flow MS
• iHasco
• Momentus Elite (formally VenueOps)
• Momentus Enterprise (formally Ungerboeck)
• myInterview
• Sage People
• Stopford
• Trinet
• Xero
• Wage Sheet sFTP Upload
• Wage Sheet Microsoft Azure Blob Storage Upload

SSO

This is where you can enable Single Sign On (SSO) services. We recommend making sure the SSO services are connected and working properly before disabling login with email option.

Alternatively, you can choose to require SSO for only certain access levels. This would block the StaffSavvy Email/Password login options for certain access levels which will ensure they login via your SSO system.

In addition, you can enable SAML Single Sign On. Here you can edit your SAML login screen. It is required to give Service Provider Details and Identity Provider Details. If in a Key roll over process additional information is required.

Staff & Contracts: New Staff

This is where you are able to enable a new staff account. This tab also allows you to manage your contract settings; manage holiday and absences; manage employment eligibility & continuous employment date.

• Allow staff to request an account
  When enabled, staff can request access to the site from the login page. Access must be granted before they have any access to the site at all.
• Request Account: Anti-SPAM Secret Code
  ​When an answer is provided here, staff requesting an account must provide the same text as entered. This forms a secret code or secret answer that prevents spam account requests or requests from users who do not have legitimate access rights (​Accounts provided without an access code will not be created and the information will not be saved).
• Request Account: Prompt for Code
  ​This is the information the staff member will be asked for then requesting an account.
• Automatically Assign PIN Codes on Authorisation
  When staff are approved or invited, they will have a clock in screen PIN code generated for them and emailed out.

Staff & Contracts: Contracts

• Contract Requirement
  Allows you to set that staff must have a valid and signed contract (if one is assigned to them) to take shifts.
• Contract Document Approval
  When enabled, this option requires a manager to approve the contract document that a staff member has been assigned before they are allowed to view and digitally sign it.
  The approving staff member must be different from the person who assigned the document in the first place and serves to add a validation step for all contract documents before they are signed by the staff member.
• Contract Upload Document
  Decide which document type any physically signed contract documents should be assigned to
  (Only needed when you have historical contracts you wish to upload).
• Contract Limit Date Points
  Decides the dates the system uses to work out contracted hours limits. This can prevent issues if you have shifts starting at midnight on the first day of a new contract period and they clock in 5 minutes early. Either this shift will be included in the previous week or the next week.
• Weekly Availability Preferences per Contract
  When enabled, staff provide availability for each of their concurrent contracts.

Staff & Contracts: Continuous Employment Date

You are now able to clear a continuous employment date once a contract hasn’t been in place for several months. This is used to help improve GDPR compliance and protect staff members data.

• Gap in contracts
  This option will clear the continuous employment start date once they have had a gap in employment of so many weeks.
• Period being archived
  This option will reset their on-boarding status and continuous employment start date once the staff member has been archived for so many months. The documents will still be available in the history but new documents will need to be provided.

Staff & Contracts: Employment Eligibility Configuration

• Employment Eligibility Document Notes
  This is displayed when a document must be provided in person to be checked. It can be overridden per venue but this should be used to set where (and when) staff can have their documents checked and uploaded.
• Employment Eligibility Reassessments
  This allows the system to automatically archive documents used to prove eligibility if the account has been archived for a certain number of months. It effectively means they will need to provide new documentation if they have not worked within this period.
• Employment Eligibility: shifts
  This option allows you to allow managers to assign shifts even when staff members have not completed assigned documents. Instead they will receive

 

Staff & Contracts: Holiday

• Holiday Requests Non-Entitlements
  This allows staff to enter a holiday request but ask for it not to use their holiday entitlement. They must choose an option from the list you provide here.
  Use the Add Option to add as many items to this list as needed.
• Holiday Pro Rata Rounding
  This option controls how prorated holiday amounts will be rounded. The options are; no rounding at all, nearest 0.5, up to 0.5 or down to 0.5.
• Fixed Entitlement Holiday: default action for staff member shifts
  This is the default action on what happens to scheduled shifts when staff put in holiday requests using their fixed entitlement. You can choose to repost, cancel, make no changes to shifts or set to pending approval until cover is found.
• Casual Holiday: default action for staff member shifts
  This is the default action on what happens to scheduled shifts when staff request casual holiday. You can repost, cancel, make no changes to shifts or set to pending approval until cover is found.
• Holiday Rolling Limit
  This is a general limit that can be used to limit hours of rolling for all staff between holiday years. When entered, it will default the maximum rolling amount to that number of hours (converted to days if their entitlement is in days). Managers can still override this.
• Holiday Request Notice
  This is the default notice period required for all holiday requests. This applies to requests; managers can still add entries closer to the start date.
• Earn & Claim Holiday Rates
  
• This option will update the rate of pay to be the hourly rate on the day the pay was claimed (rather than earned). By default, earn and claim holiday is paid out at the hourly rate of pay that the hours were earned at. If you have had an hourly rate change since the holiday pay was earned then the rate will be the previous rate of pay. Choose which rate of pay to be used for the claims.

Staff & Contracts: Absences

• Default action to repost shifts
  This is where you decide what the default action will be if a shift can no longer be taken by a staff member. Your options include; repost as offered or extra or change to unassigned.
• Default action for staff member shifts
  This option allows you to choose the default reason that will be set if a shift is cancelled by a member of staff. This default should be set by a manager.
• Thresholds for Bradford Factor
  You are also able to add a threshold level for the Bradford Factor calculation. You have the option to set the threshold for gradually increasing severity of problems and the threshold that disciplinary action would need to be taken.

Staff & Contracts: Suspended Staff

• What to do with their shifts?
  For suspended staff, you can instruct the system to change/cancel the staff member’s shifts or set a reason for absence.
• Do you want to fill their shifts?
  This allows the system to add extra shifts to replace the staff member who is not attending.
• Do this for X days into the future
  This allows you to automatically update their shifts for a rolling period of time into the future, up to 90 days.

Staff & Contracts: Staff Additional Data

• Additional Contact Details
  Here you can allow/request staff to provide the following information via StaffSavvy:
  Personal email address
• Make private email address required
  Additional Personal Mobile Number (post-employment contact)
• Make Private Phone Number Required

Staff & Contracts: Employee Dates

• Date One
  (This will shortly be moved to a data field set. We recommend setting any new fields up as a data set.)

Staff & Contracts: Employee Numbers

• Display StaffSavvy ID
  Include unique StaffSavvy IDs. Enable to choose how many numbers they will include and whether they have a character prefix.
• Optional Account Number/Reference
  Choose who can set this information
• Additional Number/Reference
  Choose who can set this information

Staff & Contracts: Additional Configuration 

• Approve Profile Photos
  When enabled this requires that all profile photos are approved before they are displayed to other users. It’s not normally required but can be used when needed.
• Photo Wall Additional Info
  Add a snippet of additional information below a profile image on the photo wall. Note that they must also have access to that data to be able to see it.

Configuration: Organisation

• Reporting Year Start
  This is used for several reports in the system including year end for holiday entitlement.
• Holiday Entitlement Year Start
  This is used for setting the start of the holiday year and is used for holiday entitlement and other reporting dates.
• Default Time Format
  This is the format for all times shown in the system. Staff can override this on their own accounts too.
• Default Date Format
  This is the format for all short-style dates shown in the system. Staff can override this on their own accounts too. An example would be 1/1/2025.
• Default Time Format (Verbose)
  This is the format for more verbose dates in the system. Normally this is for titles and will be in the format of 1st January 2025.
• Default Time Format (Export)
  Passing dates between computer systems can cause issues with different date formats as the other system will not know if the data is North American style (MM-DD-YYYY) or international style (DD-MM-YYYY).
  For this reason, exports will default to the standardised YYYY-MM-DD format which will not be mistaken.

Configuration: Shifts

• Require Extra Shifts Filled First
  When enabled, the system will require extra shifts be taken before any shifts with the same time, venue, role and task that are cover requests can be covered.
  This effectively means the shift schedule must be assigned to staff before staff can swap shifts. It only applies to shifts where the details are the same so cover shifts with slightly different times or roles can still be taken on the same day.
• Regular Shift Creation
  Regular shifts are set up per day of the week and repeat every week. These shifts allow for any weekly shift patterns to be saved easily.
  Regular shifts can then be converted automatically to either sick pay or holiday pay.  This setting states how far in advance the shifts should be created.
• Send SMS Update
  If SMS is enabled then this will send SMS messages when changes are made to shifts at short notice. You can use this setting to choose the time frame to send SMS instead of email.
• Force Shift Off Deadline
  This setting changes how far in advance of a shift is the forced shift off decision made and SMS sent. Read more about the Shift Off feature.
• Available Shifts Email Rest
  This controls the frequency of Available Shift emails; defaults to once every 5 days unless staff show an interest in shifts.
  Notes: This setting simply changes the maximum frequency that we’ll send new shift alerts to staff who have not shown interest in new shifts. If the staff member does view the available shifts then we’ll email them as soon as new shifts are next available.
  If they do not view the shifts, we’ll wait up to this number of days before we email them again about any new shifts. Staff can disable these alerts completely.
• Include hourly holiday costs within shift budget cost
  This option allows you to enable or disable whether hourly holiday costs will be factored into shift budget cost.
• Default Message When Cancelling Shifts
  Here you can write the default message that will be sent to staff members when they cancel shifts.

Configuration: Cost Codes

This option displays up to two cost codes on the shift grid page and within time entries. It allows you to set specific costs per whole day, or on certain time entries and then use the pay report groupings to report on the shifts.
This allows cross-charging of hours and well as reports on each type of event etc.

• Cost Codes: Label
  You can enable each code and provide a label for how it’s displayed. 
• Cost Codes: Data Input
  You are also able to choose how data is allowed to be input depending on your specific cost code. You have the option to allow any code to be typed in or only from a predefined list

Configuration: Time Entries / Clock Ins

• Shift Late Attendance Reason
  This is the reason that is selected automatically by the system when a staff member is late to a shift. The grace period between the start of the shift and being marked as late can be set per venue.
• Shift Non-attendance Reason
  This is the reason that is automatically selected by the system when a staff member does not show up for a shift.
• Allow Breaks
  This enables/disables the break options for the entire organisation.
• Force Breaks
  When enabled, this will force unpaid breaks into shifts even if staff did not clock out for the shifts. This allows you to not have staff clock out for breaks but for the unpaid breaks to be automatically deducted from their shifts. There are several options available when forcing breaks; 
  • Apply breaks based on the planned length of the shift. Unplanned time entries do not have breaks deducted.
  • Apply breaks based on the planned length of the shift. Unplanned time entries have breaks deducted based on the time worked.
  • Apply breaks on the time worked only regardless of the planned shift time.

Note: we strongly recommend that breaks are not automatically deducted. There are legal requirements to take breaks and HSE can impose fines if breaks are not taken (even if deemed optional). Automatically deducting breaks means you cannot accurately track if staff are taking breaks and can be making illegal deductions from their pay.

• Break Calculations
  This changes when and how the full working duration of breaks is calculated. You have different options available to calculate breaks including, but not limited to, total planned duration of work, previously scheduled shifts or ignoring previous shifts and looking to future shifts.
• Quick Breaks
  This feature allows breaks of fixed times (e.g. 15 mins, 20 mins) to be added to a shift at the click of a button. You can enter the break options here in minutes. Separate each option with a comma (e.g: 10, 15, 30). This will offer quick breaks for 10 minutes, 15 minutes and 30 minutes. 
• Round Break Length
  This option, once enabled, allows you to round breaks to the nearest 5, 15 or 30 minutes. Alternatively, you can choose to have your break length matched to planned shift length.

• Require PIN Codes
  This option is not recommended. When enabled, it requires staff to enter a PIN code to clock in or out. This means there is extra admin for staff and managers.
• Merge Back-to-Back Shifts
  This setting will automatically merge back-to-back shifts for a staff member who is working the same role within the same venue. It allows breaks to be correctly calculated and keeps the timeline and reporting simpler.

• Time Entry Rounding & Rounding Method
  This option rounds all time entries to the set period. It’s not recommended as StaffSavvy is happy to handle minutes and seconds of shifts without a problem. As the figures are exported automatically to payroll services, there is no need to round hours for human use.
  You can also choose the rounding method; round to the nearest minute, round up or round down.
• Holiday Time Entry Rounding
  This can round every automatically calculated holiday time entry to the nearest minute or can be set to be even more specific.
• Long Time Entry Warning
  This sets what should classify as an excessively long shift. If the shift is longer than this time then it will be flagged when creating wage sheets and in other locations.
• Block future time entries from being approved
  This will prevent any time entries that have already been added for a future date from being approved. They can only be approved once they have happened.
• Notification about time entries for direct reports
  If you are wanting to disable the time entries notification this can now be enabled under settings. You are able to enable notifications for when you receive a direct report. The default has been set as ‘disabled’ so if you are wanting to receive direct report time entries you will need to update your settings.
  
  If you want notifications enabled you can choose to only receive notifications specific to one of the following: unprocessed pay, daily review, weekly time sheets.

Configuration: Clock In Screens

• Display Webcam
  The clock in screens can display a feed from the device’s webcam on the page. This helps to deter staff clocking in other staff members as it appears to be a CCTV feed. When enabled, you might still need to allow the browser to access the webcam; this is normally shown as a warning popup or an icon in the address bar.
• Record Webcam
  Note: this requires the webcam to be displayed. You cannot secretly record from the webcam. When enabled, this will take a photo using the webcam at the moment staff clock in and out on the system. These can be reviewed via the Unprocessed Pay page and the Wagesheets.
  Photos are only stored for a limited period; see the Date Retention tab in the Global Settings to see how long the photos will be stored for.
• Auto Clock Out After Shifts (Casual Contracts)
  This option will forcibly clock out all staff from their shifts. This is used for staff with casual contracts. This has been separated so that you can choose different options depending on contract type.
  
  It’s not recommended as the manager review process will catch all staff who have not clocked out and allows better control. By forcing a clock out, you also do not have a record of when the employee might have actually worked even if it is adjusted later.
• Auto Clock Out After Shifts  (Permanent/Contracted Contracts)
  This option will forcibly clock out all staff from their shifts. This is used for staff with permanent contracts. This has been separated so that you can choose different options depending on contract type.
  
  It’s not recommended as the manager review process will catch all staff who have not clocked out and allows better control. By forcing a clock out, you also do not have a record of when the employee might have actually worked even if it is adjusted later.
• Auto Clock Out Unexpected Shifts
  This option is the same as the previous one but applies to staff who have clocked in with a PIN code and thus the system does not know when they should be working. The option will simply clock out the member of staff after the set number of hours. This option is not recommended as the manager review process will catch these shifts and ask for expressed approval.
• Treat PIN Clock Ins
  This is an option to change what happens when an employee clocks in with just a PIN and no planned shift. By default, the shifts will be marked as unexpected and it will be flagged for approval within the daily shift review to be approved.
  The other option is that the site will expect everyone to clock in and out with a PIN code and accept the shift as a normal shift.
• Break Access
  Fixed break patterns are a set of shift lengths and the breaks each length of shift can take.  You can configure the breaks within the break policies under HR Settings.
  Free breaks basically allow every employee to clock out for a break and take as long as they want. All unlimited breaks are unpaid.
• Remote Deauthorisation
  ​This setting allows you to block any deauthorisation attempts on the screens themselves. They must be deauthorised by the Manage Clock In Screens page.
• Display profile images on awaiting/clocked in list
  This allows you to show or hide profile images. The profile images make it easier to select the right account and see who is currently working.

Billing: Invoices

• Billing Entity
  This is the name we’ll raise the invoices in. Due to several automated systems, please contact our support team to change this.
• Billing Address
  This is the address we will include on your invoices.
• Invoices Sent to 
  Enter the email addresses where we should send copies of invoices. Separate each email address with a comma.
  This is where we’ll send copies of your invoices to. You can add multiple email addresses or access the invoices under the System > Finance menu option.

Billing: Billing Details

• Invoice Date
• Payment Terms
• Estimated Invoice

Data Policies: Data Privacy Declarations

• Staff Declaration
  The information is displayed to users when they first provide data when creating or completing their StaffSavvy account. If this is blank, we will provide generic information for your users.
• Recruitment Applicants Declaration
  The information is displayed to users when they first provide data for their recruitment application. If this is blank, we will provide generic information for your users.

Data Policies: Auto Archive Staff

• Automatically Archive Inactive Staff
  This option will automatically mark staff to be archived when they have been inactive in the system for a set period of time. This will simply disable their access from the site and remove them from staff lists etc.A future version of StaffSavvy will also enable you to start a leaving checklist similar to the onboarding checklist.
• Archive After
  How many months a staff member must be inactive before being automatically archived.
• Apply to Levels
  You can choose which levels the automatic archive option applies to. This is to prevent senior managers who might not use StaffSavvy often from being removed repeatedly.
• Notify Us
  This is where you can enter the email addresses you would like to be notified when an account is archived (or when one of the following two email notifications are also sent). Separate each email address with a comma.
• Notify When Leaving Dates Set
  When this option is enabled, we’ll send an email notification to the email addresses in Notify Us whenever an account’s leaving date is set, changed or removed.
• Leaving Date Warning
  When this option is enabled, we’ll send an email notification to the email addresses in Notify Us one month before the account is due to be archived. Archived Staff Member Information can be Accessed by Line Manager
• Archived Staff Member Information Access by Line Manager
• When a staff member has been archived but their information has not been shredded, a line manager can still choose to gain temporary access to the account. This allows the line manager to view the information provided on their profile in case it is needed.
• Archived staff can be viewed via Staff > Staff Settings > Archived Staff. From here click on ‘Gain Temporary Access’. This will give you access to view the Staff Member’s profile for an additional month before automatically shredding the Archived Staff Member’s data. 

Data Policies: Data Retention

• Activity Log
  How long the activity log including login location IP addresses and personal site activity is stored for.
• Staff Records
  How long contact details, shifts, time sheets, personal details and training records are stored for.
• Clock In Screen Camera Photos
  Choose how long the system should store photos before deleting photos taken on the clock in screens.
• Personal Messages
  How long the system stores personal messages.
• Social Information
  How long the system stores social information.
• Recruitment: Applications anonymised and 'Normal' Answers Removed
  How long applications post hiring decision are kept in the form they were received in before (after a certain period) they become anonymised.
• Recruitment: Application Destroyed (including 'Special' Answers)
  How long an application is kept for in the system, post hiring decisions, before it is destroyed.
  

Data Policies: Data Backup Retention

• How long the backups of your StaffSavvy data are stored for
  This option allows you to decide how many days the back ups of your data will be stored within the system.