People & profiles

People is your team directory. Each person has a profile holding their role, the site(s) they work, their pay, payroll ID, 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 3 staff.

The directory at a glance #

The People list shows each person’s name, role, sites, status, invite delivery, rate and holiday. Sort by name, role, status or rate, and tap a name to open their profile.

• Tick people in the list to act on several at once: resend invites, add them all to a site (it is added to the sites they already have) or archive them.
• Export CSV downloads the list as you have filtered it. Staff documents jumps to the documents overview.
• The list pages in blocks of 25, so a few hundred staff never render at once.

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. 01

   Person

   Full name and Email are required: the join code is sent to that address. Add a job title and employment type (Full-time, Part-time or Casual).

2. 02

   Pay

   Under How they’re paid, choose Hourly and enter the Hourly rate (£), or Salaried with an Annual salary (£) and Contracted hours/week. The rate is checked against the minimum wage for their age as you type. Optional Per-role rates are used instead of the base rate when they work that role.

3. 03

   Date of birth

   Required. It picks the right minimum-wage band and switches on the under-18 and school-age checks. Tick Apprentice (first year) if the apprentice rate applies.

4. 04

   Holiday

   Pick a Holiday basis (Fixed allowance or Accrual (12.07%)) and its details: see Holiday & accrual.

5. 05

   Start and sites

   Set a start date and tick the Assigned sites where they can clock in. Without a site they cannot clock in anywhere.

6. 06

   Create invite

   The button stays disabled until everything required is valid.

Importing a whole team by CSV #

Got a spreadsheet already? Tap Import CSV to add everyone in one pass. Imported hires are created like hand-added ones: each gets a join code, which is emailed to them, and lands in your People list. If any invite email fails to send, the summary lists them so you can resend from their profile.

1. 01

   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. 02

   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. 03

   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. 04

   Import

   Tap Import N people. Warning rows still import; skipped rows are left out. A summary then lists anyone who couldn’t be added and why.

One person’s profile #

Open anyone to see everything about them. The profile is split into tabs: Overview, Pay and rates, Timesheets, Holiday, Documents (when the documents module is on), Invite and access (or Access) and Activity. Status chips in the header show things like Invited, a leaving date, No site, cannot clock in or Custom pay.

Overview also shows any minimum-wage warnings, their holiday balance, upcoming shifts, reliability, a key-facts card (including Payroll ID) and an onboarding checklist (profile and pay rate set, right to work, contract, assigned to a site, account activated). The Timesheets tab has a week picker; tap a shift to open its full breakdown. The Activity tab lists every audited change to this person, with a link to the organisation-wide Activity log.

Editing pay, payroll ID, sites and the kiosk PIN #

1. 01

   Open Edit

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

2. 02

   Change pay (owners only)

   Only the account owner can change how someone is paid, their rate or salary. Managers see these fields read-only.

3. 03

   Choose when it applies

   Leave New pay applies from blank and the new pay applies from now on: past timesheets keep the rate they were paid at. Pick a past date to correct shifts already recorded (for example if the rate was wrong from the start): those shifts are re-priced at the new rate when you save.

4. 04

   Give a reason

   Reason for pay change is required for any pay change, for example “April NMW uplift”. It shows in the rate history.

5. 05

   Set the payroll ID

   Enter their works number from your payroll software in Payroll ID (optional). It must be unique in your organisation, and it is added to the Summary CSV, Hours CSV and payroll export so rows match up in your payroll.

6. 06

   Set a kiosk PIN

   Under Clock-in, sites and overrides, set a new 4 to 6 digit PIN for shared-tablet clock-in, avoiding obvious ones. An existing PIN is never shown, so if someone forgets theirs, set a new one. With “Require a PIN” on at the kiosk (the default), someone with no PIN cannot clock in at the tablet. See Kiosk mode.

7. 07

   Adjust assigned sites

   Tick the Assigned sites where they can clock in. This also decides which site’s kiosk lists them.

8. 08

   Save

   Every change is recorded on the audit trail, including the old and new rate.

Roles & ownership #

Owners see a Role & access card on the Access tab. Managers can build rotas and approve timesheets; owners also control billing, pay and organisation settings.

• Use the Role dropdown to make someone an Employee or Manager.
• To hand the business over, tap Make [name] an owner. They get billing and every setting. You can stay an owner or tick Step down to manager. Both role changes are recorded in the activity log.
• 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 documents module is on, each profile has a Documents tab for right to work, contracts, certifications, ID, training and more. WagePilot tracks expiry and warns you before anything lapses. See Staff documents and right to work for the whole-team view.

1. 01

   Add a document

   On Pro, tap Add document, pick a Type, give it a Name, and optionally set Issued and Expires dates.

2. 02

   Attach the file

   Choose a PNG, JPG, WebP, GIF or PDF. Other file types are refused so nothing can carry active content.

3. 03

   Manage it later

   Each row shows its expiry status. Open the file, or remove it.

Leavers & data requests #

The Data & privacy card on the Access tab handles subject requests: Export this person’s data downloads a JSON file to answer a subject access request, Evidence pack builds a printable record for a dispute, and Erase personal data actions a deletion request. Erasing removes their personal details and strips clock-in location data; pseudonymised pay records are kept for the statutory retention periods, and right-to-work copies are kept for 2 years after employment ended, as the Home Office requires, then removed automatically. Erasure asks you to type ERASE to confirm. See Data, privacy & GDPR for the full policy.