People & profiles

People is your team directory. Each person has a profile holding their role, the site(s) they work, their pay rate, holiday setup and optional details like a kiosk PIN. Adding staff never carries a per-seat fee: you only pay per active site. Every paid plan carries unlimited staff and unlimited sites, with each site billed separately at your plan’s flat rate. The one headcount limit is on Free, which covers a single site and up to 5 staff.

The directory at a glance #

The top of People shows four live tiles, then the searchable list. The tiles are read-only summaries — tap a name in the list to open a profile.

Adding one employee #

Tap Add employee (top right). The form is pre-filled from your Settings defaults — the default hourly rate, holiday allowance and holiday-pay method — so a new hire starts on your house rules and you only change what differs.

1. 1

   Choose how they join

   If your workspace is on live accounts you’ll see two tabs: Send invite code (they set up the app themselves with a code) or Email a login (we create their account and email them a sign-in link and temporary password).

2. 2

   Enter the essentials

   Full name and email are required. Add a job title, employment type (full-time / part-time / casual) and their hourly rate. A minimum-wage warning shows in-line if the rate looks below the legal floor for their age band.

3. 3

   Set holiday

   Pick a holiday basis (fixed allowance or 12.07% accrual) and its details — see Holiday & accrual for what each field does. Optionally add contracted hours/week to sharpen holiday pay.

4. 4

   Add employment details

   Set a start date, a date of birth (this picks the right minimum-wage band for under-21s), and flag Apprentice if the apprentice rate applies.

5. 5

   Assign sites

   Tap the site chips to choose where this person can clock in. You can change this any time.

6. 6

   Create

   Choose Create invite or Create account & email. The button stays disabled until name, email and the minimum-wage check are all valid.

Importing a whole team by CSV #

Got a spreadsheet already? Tap Import CSV to add everyone in one pass. Imported hires are created exactly like hand-added ones — each gets a join code and lands in your People list ready to invite.

1. 1

   Start from the template

   Tap Download template for a CSV with the right columns and two example rows. Only Full name and Email are required; everything else is optional.

2. 2

   Upload your file

   Drag in or choose a .csv. Column headers are matched flexibly — “Name”, “Employee”, “Rate”, “DOB”, “Location” and similar are all understood, so you rarely have to rename anything.

3. 3

   Check the preview

   Each row is tagged Ready, Warning or Skipped, with the exact issue spelled out per row (bad email, unknown site, rate below minimum wage, a possible duplicate). A tally shows ready / warnings / skipped. A seats-left count appears only on Free, the one plan with a headcount cap: on every paid plan staff are unlimited, so there is nothing to count.

4. 4

   Import

   Tap Import N people. Warning rows still import (they’re flagged); skipped rows are left out. A progress bar counts up, then a summary lists anyone who couldn’t be added and why.

One person’s profile #

Open anyone to see everything about them on one page. The header shows their name, status and a Custom pay tag if they’re on a bespoke overtime rule. Below sit a 30-day snapshot, holiday, upcoming shifts, timesheets, time off, documents and privacy controls. Many other screens link here — a cost row on the dashboard, a name on the live board or the holiday inbox all drill straight to the person.

The Recent timesheets card has a week picker — use the arrows to browse any past week; tap a shift to open its full breakdown. Upcoming shifts (when scheduling is on) lists their next five and links to the rota. The Onboarding card is a small derived checklist (profile & pay set, right-to-work on file, contract uploaded, assigned to a site, account activated) that disappears once everything is ticked.

Editing pay, sites and the kiosk PIN #

1. 1

   Open Edit

   From the profile header. The sheet covers job title, employment type, rate, start date, contracted hours, date of birth and apprentice status.

2. 2

   Change the rate safely

   A rate change is forward-only: it applies to shifts from now on, and past timesheets keep the rate they were paid at. The helper text says so as you type.

3. 3

   Set a kiosk PIN

   Enter a 4–6 digit numeric PIN for shared-tablet clock-in, or leave it blank to disable. A PIN shorter than four digits is rejected on save. With "Require a PIN" on at the kiosk (the default), someone with no PIN cannot clock in at the tablet at all. The kiosk itself is on every plan, Free included, as are geofenced GPS and QR clock-in. See Kiosk mode.

4. 4

   Adjust assigned sites

   Toggle the site chips to control where they can clock in, and which site’s counter tablet lists them, since a kiosk only shows staff assigned to its own site.

5. 5

   Save

   Changes are recorded on the audit trail (including the old → new rate).

Roles & ownership #

Owners see a Role & access card on each active person’s profile. Managers can build rotas and approve timesheets; owners also control billing and organisation settings.

• Use the Role dropdown to make someone an Employee, Manager or Owner.
• The Transfer ownership button hands the business and its billing to another person — you become a manager. It asks you to confirm first.
• There must always be at least one owner, and a person must have activated their account before you can change their role.

Documents #

When the HR documents module is on, each profile has a Documents card for right-to-work, contracts, certifications and more. WagePilot tracks expiry and warns you before anything lapses: right-to-work failures carry penalties up to £60,000 per worker.

1. 1

   Add a document

   On Pro, tap Add document, pick a type, name it, and optionally set issued and expiry dates.

2. 2

   Attach the file

   Choose a PNG, JPG, WebP, GIF or PDF (other file types are refused so nothing can carry active content). In demo mode only the filename is kept for large files.

3. 3

   Manage it later

   Each row shows a Valid / “X days left” / Expired tag. Tap the eye to open the file, or the bin to remove it.

Leavers & data requests #

The Data & privacy card handles subject requests: Export this person’s data downloads a JSON bundle to answer a subject access request, and Erase personal data actions a deletion request. Erasing removes their name, contact details, date of birth, kiosk PIN, documents, messages and leave reasons and strips clock-in location data; pseudonymised pay records are kept for the statutory retention periods. Erasure asks you to type ERASE to confirm and records an optional reason on the audit log. See Data, privacy & GDPR for the full policy.