Staff

Staff answers two different questions. Who works here, and when?: the Directory, Rota, Attendance and Leave tabs. Who can sign in, and what may they open?: the Accounts tab. As the screen puts it: “a staff record is the person's job, an account is their way in. Link the two from the directory when someone needs both.”

• A room attendant may have a staff record and no login (they use the shared front-desk PIN, or none at all).
• An outside accountant may have a login and no staff record, they are not on the rota.
• A receptionist has both: a record with job title “Receptionist” in Front Office, linked to an account whose role is Receptionist. The job title is free text; the role is the permission set. They do not have to match.

HR managers own the directory, rota, attendance and leave. Department heads with Staff Edit mark attendance and request leave for their teams. Administrators manage accounts and approve leave. Everything on this page emits live updates, so two HR screens never disagree.

The tabs: Directory, Rota, Attendance, Leave, Accounts. Retired records are hidden from the directory and rota but can be restored from their drawer.

1. 1
   Click Add staff

   The dialog is titled “Add staff, A staff record. A sign-in account is optional and separate”.
2. 2
   Full name, Job title, Department

   Name and job title need two characters or more; department is a dropdown of the hotel's departments. Phone is optional.
3. 3
   Linked account (optional)

   A dropdown of active accounts not already linked to someone else, shown as “Name · Role”. Leave it at “No login” for staff who do not sign in.
4. 4
   Click Add staff

   The person gets an S-code and appears in the grid; the toast reads “Jane Doe added to the team”.
5. 5
   Edit later from the card

   Click a card to open the drawer. Name, job title, department, phone and Linked account are editable; Save writes them (“Staff record updated”). The right-hand column shows phone, email, hire date, today's shift and attendance.
6. 6
   Retire record

   Red button in the drawer → confirm “Retire record”. “They disappear from the directory and rota. You can restore the record later.” A retired record cannot be rostered, marked or booked on leave. Restore record brings it back.

Shift times

At the bottom of the Rota tab, Shift times lists the templates the rota can use, “Morning 07:00 – 15:00”, “Night 22:00 – 06:00”. With Staff Full you can rename a shift, retime it (hh:mm), or add one with the row at the bottom. “An end time at or before the start makes it an overnight shift” and gets an overnight tag. “Retiming a shift moves every rota entry already using it.” Start and end must differ. Without any templates, “every rota cell is empty”.

Filling the rota

1. 1
   Pick the week

   The card head shows “Mon 7 Sep – Sun 13 Sep · one shift per person per day”. Use ‹ › to move a week, This week to come back. Today's column is highlighted.
2. 2
   Choose a shift in each cell

   Every cell is a dropdown: “, off” or a template “Morning · 07:00 – 15:00”. It saves on change and is written to the audit log as rota.assigned or rota.cleared.
3. 3
   Find the gaps

   Filter Coverage → “Has unfilled days” to list only people with at least one empty cell this week; combine with Department.

1. 1
   Pick the date

   The date box tops out at hotel-local today; the card head reads “7 of 12 marked for today · unmarked people read as off duty”.
2. 2
   Click a status chip

   Present, Late or Absent on the row. It saves immediately and is audited as attendance.recorded.
3. 3
   Clock in / Clock out

   Type hh:mm and leave the field. Typing a time on an unmarked row marks the person Present as well, because a record needs a status. A bad value shows “Enter the time as hh:mm, e.g. 07:30” and reverts.
4. 4
   Note

   Free text up to 200 characters (“doctor's appointment”), saved when you leave the box.
5. 5
   Work down the unmarked list

   Filter Status → “Not yet marked” to see who is left. The Shift column shows the rostered window so you can judge Late.

Attendance % on the directory (per person and hotel-wide) is the share of marked days over the last 30 that are not Absent, Late counts as attended. People with no marks show “not marked yet”.

1. 1
   Click Request leave

   On the Leave tab. The dialog says “Pending until someone with Staff full access decides”. Choose the Staff member, Type (Annual, Sick, Unpaid, Other), First day, Last day and an optional Reason.
2. 2
   Submit request

   The request gets an LV-code, appears under Pending requests, and a blue alert “Leave request: Jane Doe” goes to the feed. A request that overlaps a pending or approved one for the same person is refused.
3. 3
   Approve or Reject (Staff Full)

   Green Approve / red Reject on the pending row open a confirmation titled “Approve LV-…” or “Reject LV-…” with an optional Note “kept on the record”. Approving warns: “Approved leave outranks the rota: this person reads as On leave on every day in the range.” Rejecting: “the rota untouched. The request stays in history with your note.”
4. 4
   Withdraw (Staff Edit)

   For requests raised in error. Confirm “Withdraw request”: the row “disappears from the approval queue and is filed as cancelled. … use Reject to turn one down.”
5. 5
   History

   Decided and withdrawn requests, newest first, with Decided by and the note. Filter by Status, Leave type and Department; search by code or name.

Decided requests are final: there is no un-approve. If plans change, the person simply comes to work and is marked Present, attendance is checked after leave, so an approved day still reads as On leave; ask an administrator if that matters for records.

The badge on every card is recomputed on each request, in this priority order. The first rule that applies wins, and the card's tooltip tells you which one it was.

1. 1
   On leave

   On approved leave today
2. 2
   Off duty

   Marked absent on today's attendance sheet
3. 3
   On duty

   Marked present on today's attendance sheet, or marked late on today's attendance sheet
4. 4
   On duty

   Inside a rostered shift right now (by the hotel's clock)
5. 5
   Off duty

   Rostered today, but outside the shift window, or no shift on today's rota

• An attendance mark is an explicit statement about today and outranks the rota: someone marked Present at 06:50 is on duty even before their 07:00 shift starts.
• Overnight shifts work across midnight: a “Night 22:00 – 06:00” rostered for Monday shows the person on duty from 22:00 Monday until 06:00 Tuesday.
• Nobody on the rota today and no mark → Off duty with “No shift on today's rota”. This is why a brand-new hotel shows everyone off duty until the rota is filled.
• The KPI tiles and the page-head “on duty right now” use exactly the same rule, so they always agree with the cards.

The Accounts tab lists every login with Name, Email, Role, Status (Active / Deactivated) and Last sign-in, with four counters (Accounts, Active, Deactivated, Roles in use) and filters for Role and Status. Your own row is tagged “you”.

1. 1
   New account

   Dialog “New staff account, They sign in with this email and password”: Full name, Email, Temporary password (“min 8 chars, share it securely”), Role. Click Create account. The email must be unique in the hotel.
2. 2
   Change a role

   Open the account and pick a new Role; it saves at once (“Role updated”) and takes effect on the person's next request. You cannot change your own role.
3. 3
   Reset password

   Type a new password (8+ characters) and click Set. The toast reads “Password reset. Existing sessions revoked”: the person is signed out everywhere.
4. 4
   Deactivate account

   Confirm “Deactivate account”: “They will be signed out immediately and will not be able to sign in until you reactivate the account.” Reactivate account reverses it. You cannot deactivate yourself.
5. 5
   Link it to a person

   Go back to the Directory, open the staff record and choose the account under Linked account.

• Staff View: all five tabs read-only (drawers say “View-only access …”).
• Staff Edit: Add staff, edit / retire / restore records, fill the rota, mark attendance, Request leave, Withdraw; create accounts, change roles, reset passwords, deactivate and reactivate.
• Staff Full: additionally Approve / Reject leave and add or retime shift templates.
• Settings Full: required on top of Staff Edit to create, re-role or edit a Super Admin / Hotel Manager (admin-tier) account.

Defaults: HR Manager has Staff Full but Settings View, so HR can approve leave yet cannot touch admin accounts; Housekeeping Mgr has Staff Edit; Restaurant Mgr and Security can only look; Super Admin does everything.

• Tiles filter. Click On leave to see who is away today; it also resets the department chip because tiles count the whole hotel.
• Hotel time. “Today” for attendance, the rota and duty status is the hotel's own calendar day and clock, not your laptop's.
• Everything is live. Approving leave on one screen flips the person's badge on every other open Staff page within seconds.
• Start-of-day routine: Attendance tab → filter “Not yet marked” → chips down the list; then Directory to confirm “on duty right now” matches the floor.
• Pending queue. The page-head link “N leave requests to decide” jumps straight to the Leave tab.
• History is capped. The Leave tab shows the 200 most recent decided requests; pending ones always show in full.

Records, rota, attendance

Leave

Accounts

Staff record

A person on the payroll: S-code, job title, department, rota and attendance. May have no login.

Account

A sign-in (email + password) with a role. May have no staff record.

Duty status

On duty / Off duty / On leave, derived live from leave, attendance and the rota; never stored.

Shift template

A named time window (e.g. Night 22:00 – 06:00) that rota cells reference. Retiming it retimes every cell.

Admin tier

Super Admin, Hotel Manager, or any role with Settings Full. Needs Settings Full to grant; never PIN sign-in.