Staff Roles/Skills

Staff Roles

Note: You can choose to call these items either roles or skills; contact our support team to change this.

Understanding Roles

Roles are the cornerstone of all shift and timesheet management within StaffSavvy. A role is a group of staff who are all interchangeable for a particular job or task. For example, you might have Bar Staff as a role.

Everyone who is assigned to that role is considered equal and interchangeable. If they are not then they need to be split out into smaller roles. Senior Bar Staff and Junior Bar Staff for example. You can have any number of roles; the key is that everyone assigned to that role/skill is interchangeable with everyone else.

Roles are used to easily categorise people into shifts (e.g. fill this shift with anyone that has the role Senior Bar Staff) and also for swapping shifts (e.g. only staff who are assigned to the same role will be able to take the shift).

Changes to Roles

An automatic notification will be sent to staff members when any changes are made to roles. This is to ensure that each staff member receives all information that pertains to them and might affect any upcoming shifts.

Pay for Role

There are four options for paying staff for a shift; pay per hour, pay per item (e.g. per shift), pay on-call (fixed pay per instance plus an additional paid time if needed) and hourly with fixed value (allows the hours to be reported but only a fixed pay item is paid).

Simply choose the option that matches the general payment process for that role.

Note: Salaried staff should use a pay per hour rate set to 0. This allows the hours to be calculated and recorded but no additional financial costs associated with the time entry.

Pay per hour payments means the staff member will be paid an hourly rate for the exact time worked after breaks and adjustments.

Pay per item means that regardless of the length of shift scheduled, the staff member will be paid one pay item for that “shift”. It’s important to only use this when absolutely necessary. Most combinations of payments can be archived with pay per time (including minimum payments, automatic double time etc).

On-Call shifts use a combination of both; there is a fixed pay item per shift which is always paid, plus the option to add additional hours at an hourly rate. The additional hours can be added when editing the time entry once it’s been added and allows for additional travel or active time to be paid on top of the fixed amount.

Hourly with fixed value is for special circumstances where staff need to be paid a fixed value for a shift but you also need to report the actual number of hours worked as part of the shift.

Pay Element Rates and Roles

Each role has a default pay element. This is the hourly rate the staff member will be paid when working a shift in this role.

If the staff member should be paid a different rate of pay then you can override the default pay element when managing their roles. In the example below, Adam is being paid a special rate whenever he works a cloakroom shift.

You can also configure automatic changes in rates based on factors such as time or age. See more in pay elements.

Adding display for hourly rates on profile pages.

You can now display hourly rates on a staff member’s profile. This includes a new ‘View Pay’ Permission. This should already be enabled but to ensure this has been enabled go to Manage Access Permissions and find under Clock in, Time Sheets, Pay & Expenses. This permission will be expanded to cover the protection of all pay displayed within the system; currently it just covers the new features.

Role Requirements

There is the option to stipulate requirements to work on a role/skill. The requirements mean staff must have all of the requirements completed to be able to be scheduled for shifts with that role/skill.

This can be altered via Staff > Staff Settings > Staff Roles > Edit > Requirements.

Be warned that changes to the requirements are applied instantly. This might prevent some staff from working until the requirements are met. It is advisable to have the requirements completed before adding the requirements to the role/skill.

You can set the mode to be “Requested, not required” and this will warn staff to complete the items listed but will still allow them to access shifts.

Requirement Options

Training Program Requirements

With this requirement, staff must have completed the required training program (and all the parts it contains).

The expiry settings on the training program will ensure staff keep their training requirements active to have access to the role. Additionally, you can add a Certificate requirement here, if a formal certification is required for the role.

Training Requirements

With this requirement, staff must have completed the required training.

The expiry settings on the training stage will ensure staff keep their training requirements active to have access to the role.

Document Requirements

Document requirements mean staff must have supplied documents uploaded to the site to be active in this role.

You can create any number of document types and place requirements on the documents such as requiring management verification.

On the document type, you can also stipulate that an expiry date is needed. This therefore requires managers to confirm the document expiry when it is uploaded.

The site will automatically ask for a replacement document once the document expiry date approaches.

Exam Requirements

This allows you to specify exams that staff assigned to the role must complete to work in the role.

You can also specify an expiry period that staff must retake the exam. This allows you to ensure staff repeatedly take this exam at regular intervals.

Staff Point of View

Staff will be informed via email if the requirements change on their roles/skills. A warning is also displayed on their dashboard and my shifts pages if the staff member’s requirements are missing or are due to expire.

Requirements Report

This report is available for each role and displays all staff assigned to that role. Next to each staff member is a current status for their access to that role:

• Active (with any expiry dates): They can be assigned shifts for this role. If there is an expiry date shown then this is the limit that they can receive shifts until new documents, training or exams are uploaded or completed that extends the expiry date.
• Inactive: Requirements not metThey cannot currently be assigned shifts for this role as one or more of the required items has not been completed or has expired.

Across the rest of the page is displayed all of the requirements and the status for each of the staff members. This allows you to see at a glance who has completed which items and which items expire on each date.

The options for each of the requirements per staff member are:

• Complete - The item has been completed and has no expiry date
• Complete: expires X - The items has been completed and expires on the given date
• Not provided or not yet verified -The item is outstanding; they might have provided the document but it’s not yet been checked or simply they haven’t completed the requirement at all.
• Not required, not complete - The requirement has not been completed but it’s marked as “Requested, not required” so it does not block access to working the shifts

Display Leadership Team for a shift

You can split the colleagues section on the shift details page to show different roles as the leadership role for that shift.

In addition, you can now display leadership staff from any of the venues within the same primary venue group. This allows staff who might be assigned to a different venue to still be shown on the shift details page as either colleagues or as leadership for the shift.

Under Staff > Staff Settings > Staff Roles, edit the role you wish to display. Under the General Settings tab, change the Colleagues section to change how and when those shifts are displayed.