Adding Staff

This guide walks you through adding new staff members to your company. Each staff member gets their own account to view schedules, clock in/out, and request leave.

Before You Start

Have the following information ready:

• Staff member's full name
• Email address (will be their login)
• Phone number (optional)
• Role/position
• Start date
• Employment type (full-time, part-time, etc.)

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Adding a New Staff Member

Step 1: Navigate to Staff Management

1. From your dashboard, go to Staff in the main menu
2. Click Add Staff or the + button

Step 2: Enter Basic Information

Required Fields

Field	Description	Example
First Name	Staff member's first name	Sarah
Last Name	Staff member's surname	Johnson
Email	Login email (must be unique)	sarah.johnson@example.com

Unique Emails

Each staff member must have a unique email address. This becomes their username for logging into Shyfts.

Optional Basic Fields

Field	Description	Example
Phone	Contact number	+44 7700 900123
Address	Home address	15 Oak Street, London
Date of Birth	For records	15/03/1990

Step 3: Employment Details

Employment Type

Type	Description
Full-time	Standard full-time contract
Part-time	Reduced hours contract
Casual	Zero-hours or as-needed
Contractor	External contractor

Key Employment Fields

Field	Description	Notes
Start Date	When they started/will start	Required for records
Contract Hours	Weekly contracted hours	e.g., 37.5 for full-time
Requires Clock-In	Must they clock in/out?	Enable for hourly staff

Step 4: Pay Information (Optional)

Configure pay details if you track payroll:

Field	Description	Example
Pay Type	How often paid	Weekly, Monthly, etc.
Hourly Rate	Rate per hour (if hourly)	12.50
Salary Amount	Annual salary (if salaried)	30000

Pay Privacy

Pay information is only visible to Company Managers, not to other staff members.

Step 5: Assign a Role

Select the staff member's role from your configured roles:

Common Role	Typical Access
Staff	View own schedule, clock in/out, request leave
Supervisor	Above + view team schedules
Manager	Above + approve leave, edit schedules

See Staff Roles for details on configuring roles.

Step 6: Set Login Credentials

The system can:

• Auto-generate a password - Secure temporary password created
• Send invite email - Staff receives login instructions (if configured)

Password Change Required

Staff members must change their temporary password on first login for security.

Step 7: Review and Save

1. Review all entered information
2. Click Save or Create Staff Member
3. The new staff member is now active

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After Adding Staff

Providing Login Details

Give the new staff member:

Information	How to Share
Login URL	https://app.shyfts.app
Email	Their email address
Temporary Password	Securely (not plain email)

Staff Member's First Steps

The new staff member will:

1. Log in with temporary credentials
2. Change their password
3. Review their profile
4. Start using the system

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Adding Multiple Staff

Bulk Add Options

For adding many staff at once:

1. One by one - Repeat the process for each person
2. Import - Upload a CSV file (if available)

CSV Import Format

If using CSV import, format your file with these columns:

first_name,last_name,email,phone,role,start_date
Sarah,Johnson,sarah@example.com,07700900123,Staff,01/01/2026
John,Smith,john@example.com,07700900456,Staff,01/01/2026

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Common Scenarios

Adding a New Hire

For someone starting soon:

1. Add them with their start date
2. Set up their role and access
3. They can log in from their start date

Adding Existing Team Members

When first setting up Shyfts:

1. Add all current staff
2. Use their actual employment start dates
3. Send everyone their login details together

Transferring from Another System

If migrating:

1. Export staff list from old system
2. Import via CSV (if available)
3. Verify all information transferred correctly

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Troubleshooting

"Email already exists"

This email is already in use. Either:

• The person already has an account
• Someone else uses this email
• Use a different email address

"Role not found"

The selected role doesn't exist. Go to Staff Roles to create it first.

Staff Can't Log In

Check:

1. Email address is correct (no typos)
2. Account is marked as active
3. Temporary password was shared correctly
4. They're using the correct login URL

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Field Reference

All Available Fields

Field	Required	Type	Description
first_name	Yes	Text	First name
last_name	Yes	Text	Surname
email	Yes	Email	Login email
phone	No	Text	Phone number
address	No	Text	Home address
date_of_birth	No	Date	Birth date
employment_start_date	No	Date	Start date
employment_end_date	No	Date	End date (if leaving)
employment_type	No	Select	Full-time, Part-time, etc.
contract_hours	No	Number	Weekly hours
requires_clock_in	No	Boolean	Must clock in/out
role_id	No	Select	Assigned role
hourly_rate	No	Number	Pay per hour
salary_amount	No	Number	Annual salary
pay_type	No	Select	Pay frequency
notes	No	Text	Internal notes

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Related Guides

• Editing Staff - Update staff information
• Staff Roles - Configure roles and permissions
• Staff Documents - Manage staff documents
• Deactivating Staff - When staff leave