Add staff and invite them to see their shifts

Staff lists the people who work shifts. A profile needs no Magpie account. Inviting a person from their profile sends them a team invitation: accepting it adds them to the team as a member who can use the areas chosen for new staff (Staff Scheduling, Team chat and Daily Operations unless a team admin chose otherwise), takes one of the plan's member places, and shows them their own shifts. See Choose the areas a member can use for what a limited member can and cannot open.

The tabs show Current, Active, On leave, Inactive and Archived staff. Search by name, email or staff number. Each row shows the person's positions, status, whether they have access, and their hours this week. Team admins and scheduling managers add and change staff.

Add people

On Staff, choose Add person and enter a name, and an email address if you will invite them. Their profile opens next. Under More you can also:

• Add team members: members of the team who are not in Staff yet. They see their own shifts as soon as a schedule is published, without an invitation; only members who can use Staff Scheduling are offered.
• Add several by email: one address per line. Each becomes a profile named from the address, which you can change. Nobody is emailed.
• Import from a CSV file.

A hired candidate in Hiring can be added from their page with Add to Staff Scheduling.

To import, choose a CSV file with a header row, up to 1,000 people at a time; Download a sample file shows the columns. Only a name is needed. Separate several positions or locations with semicolons. Check how the columns were matched and the result for each row before you import. People already in Staff, by email or staff number, will be left as they are unless you tick them, and rows with problems will not be imported; download them, fix them and import them again. Positions and locations the file names that do not exist yet will be added.

A person's profile

Click a detail on a profile to change it: email, phone, staff number, Works as (employee, contractor, casual, seasonal or volunteer), status, start date, last day, main location, manager, hours, availability and notes. Change positions and Change locations choose what the person can work and where, Record qualification adds a qualification, and Add rate adds a pay rate. Shifts in a position the person does not hold, at a location they are not set up for, or needing a qualification they lack or that has expired, are flagged.

• Status: Active, On leave (from and until a date) or Inactive. Someone on leave, inactive, or outside their start date and last day cannot be given shifts.
• Hours: the hours they prefer guide auto-fill. The maximum, and the earliest start and latest finish, are checked like the other rules.
• Availability: type each day as you would say it, such as Available 9-5, Unavailable or Preferred after 2pm. Add date under Dates that differ covers one date.
• Note for the person is shown to them. Private note is seen only by people who manage staff.
• Pay rate appears only for people allowed to see pay rates.

Coming up lists their shifts in the next six weeks, published or not, and History lists changes to the profile.

Archive, followed by the person's name, in the More menu on their page, moves them out of the active list on Staff and stops them being given new shifts. Their past shifts stay, and their upcoming shifts stay theirs until you choose someone else for each. Reactivate in the same menu brings them back.

Invite someone

Choose Invite to see their shifts on the profile. The invitation will go to their email address and its link will work for 14 days. They accept it with the account that uses that address, or create one, and will join the team as a member who can use the areas chosen under People invited from Staff can use in Settings. If the team has no free place when they accept, they will be told and the team's admins will get an email; the invitation stays open. Send the invitation again sends a new link and stops the old one, and Withdraw the invitation under More stops it. Team admins and scheduling managers can invite; only a team admin can change a member's areas afterwards.

Invitations need a team: in Personal, people can be given shifts but not invited to see them.

Under More, Suspend access stops someone seeing the schedule and getting its notifications until you choose Restore access.

Time off

Choose More and then Record time off to record time off for someone. Approved time off stops new shifts in that time. Shifts already published then will stay until you change them; you will be told how many need someone else. Requests people make themselves are described in Handle swaps, cover, open shifts and time off.

If someone did not get an invitation, check the email address on their profile and send it again. For other problems, contact Contact support.