Create, Edit & Deactivate Staff Members

If you're running a hospitality business, there's a good chance you've got a team of great people helping you. Adding your staff members to Loaded means you can add them to a Roster, they can clock in and out of shifts using the Timeclock, and you can start tracking when you're expecting them to work (and when they actually do!).

🔐 What You’ll Need

🔑 Payroll Permissions

If you don’t have access to your Company Settings, ask someone with Manager permissions to update your access.

🤓 Loaded Knowledge

You’ll need to set up Roles for your Loaded company before adding staff members.

Australian customers: set up your Australian Award & Pay Classifications first. Head to Team → Compliance → Pay Adjustments and follow the prompts to get set up. Learn more about how Loaded manages Australian Awards and Pay Classifications.

Check how Loaded will export each field to your payroll system:

Australian customers using Xero Payroll - check this article
New Zealand customers - check this article

NZ Companies - How to Create a Staff Member

Go to Team → Workforce → Staff Members
Click Add New
Fill out the following details:
1. Personal information:
  1. First Name
  2. Last Name
  3. Birth Date
  4. Email - this is the email address the staff member will use to log into Loaded’s Team App
2. Job information:
  1. Employment Type
  2. Remuneration Type
  3. Click ‘Add available role’
    Click on the blue role name (i.e. Bar) and select the appropriate role for this staff member
    Enter the staff member’s Pay Rate
    Add multiple roles by following step iii again
3. Add another venue by clicking ‘+ Add another venue’
  1. Learn more about multi-site rostering here
4. What you enter in the Staff Pay Code field will depend on your payroll system. Learn more about Payroll Exports here.
Click Save

AU Companies - How to Create a Staff Member

Go to Team → Workforce → Staff Members
Click Add New
Fill out the following details:
1. Personal information:
  1. First Name
  2. Last Name
  3. Birth Date - especially important for Junior Staff as rates will be calculated and kept up to date using this field
  4. Email - this is the email address the staff member will use to log into Loaded’s Team App
2. Job information:
  1. Employment Type
  2. Remuneration Type
  3. Click ‘Add available role’
    Click on the blue role name (i.e. Bar) and select the appropriate role for this staff member
    If using Award Levels - Click on ‘Not Set’ under Pay Classification, and select the appropriate award level for this staff member. The Pay Rate field will be automatically calculated with the base pay rate for this staff member. Award rules, including casual loading, will apply on top of this pay rate.
    If using custom pay rates - Fill in the ‘Pay Rate’ field with the staff member’s base pay
    Add multiple roles by following step iii again
3. Add another venue by clicking ‘+ Add another venue’
  1. Learn more about multi-site rostering here
Click Save

Edit Staff Member Details: Personal Tab

Keeping your staff members' details up to date is not only great business hygiene, it's also key to ensuring the labour reports you run in Loaded correctly match what you pay your team in payroll each week. That accuracy will mean you'll always be able to trust the labour percentages your operational team are reporting in Loaded.

To Edit a Staff Member, click on their Staff Profile in Team → Workforce → Staff Members. At the top of the page, you will see the following tabs: Personal, Job, Payroll, Leave, Availability, Adjustments.

In the Personal tab, you can update any of the fields, just be sure to click Save to capture your changes.

Any personal details updated in the Loaded Team App will automatically update in Loaded.

Edit Staff Member Details: Job Tab

In the Job tab, you can edit Available Roles, Pay, Employment Type and Remuneration Type. To make a change to the Employment Schedule section, click Edit Pay. From here, you are able to:

Change the Employment Type between Casual, Full Time and Part Time.
Change the Remuneration Type between Hourly Rate and Salary.
1. Note: Casual staff can only be set on the Hourly Rate Remuneration Type, not Salary.
AU Companies - Change the Pay Classification for an existing role. Use this if the staff member is advancing to the next Pay Classification.
Add a role if the staff member is going to start working in another area and you want to be able to add them to the roster in that new role.
1. Set the date a change will start from. The date will default to today's date, but you can adjust the date to match when the change did, or will, occur.
2. Click Save

After clicking Save, you will see the changes recorded in the staff member's Change History.

Change History will show the period of time specific Roles and Pay Rates or Pay Classifications applied to this staff member. If you need to edit any historic information, click Edit next to the period you want to change. Make the required updates, then click Save.

Note: locked rosters and timeclocks during that historic period will not be affected by any edits to pay rates.

Edit Staff Member Details: Payroll Tab

In the Payroll tab, you can edit the staff member’s Paycode field. This is helpful (and often necessary!) if you export information from Loaded to your payroll system. Check out our payroll articles here to understand what field this corresponds to in your payroll system.

Note: Australian customers using the Xero Payroll integration can link a staff member to a Xero employee, and sync additional information between Loaded and Xero in this tab - read more in our Xero Payroll Integration article.

Edit Staff Member Details: Leave Tab

In the Leave tab, you can see a staff member’s Leave Summary, Upcoming Leave and Historical Leave. Each request will have a status of either approved, declined, cancelled or pending.

While these numbers do not sync to your payroll system, they do offer oversight of each Leave Type for your staff members.

Create a Leave Request on Behalf of an Employee:

Go to Time → Workforce → Staff Members → Leave tab
Click ‘Request’ under the Leave Summary section for the required Leave Type.
Enter the request details:
1. Start day/time
2. End day/time
3. Reason for Leave
4. Supporting file
Click the ‘Automatically approve this request’ button if you want to approve the submission you’re creating. Leave this box unticked if you would like the request to be sent for manager approval.
Anyone with the ‘ApprovalsEmail’ permission will receive an email about this request. They are able to approve or decline the request via email, or by going to Time → Workforce → Approvals

Future pending and Approved leave requests will show in the Upcoming Leave section, on the Approvals page and on the Roster.

Employees can create their own leave requests via the Team App. Click here to see how.

Edit Staff Member Details: Availability Tab

In the Availability tab, you can request one-off unavailability and set weekly unavailability on behalf of a staff member.

To request one-off availability, simply click Create Request and fill in the necessary details. The ‘Automatically approve this request’ button will only show if the person creating the request also has Time + Payroll permissions.

Click the ‘Automatically approve this request’ button if you want to approve the submission you’re creating. Leave this box unticked if you would like the request to be sent for manager approval.

Once the request has been made, you will see it pending in the staff member’s profile, as well as on the roster. Learn more about availability requests and approvals here.

Weekly unavailability can be used for ongoing events that create scheduling conflicts where your staff member will always be unavailable. Examples include conflicts with another job, classes, sports practices, etc.

Click Edit to make changes to the Weekly Unavailability grid, then click on a time and fill in the necessary details.

Edit Staff Member Details: Pay Adjustments Tab

Use the Pay Adjustments tab to determine if pay adjustments will apply to an individual staff member.

If you select the checkbox "Use Pay Adjustments to adjust this employee's pay", Loaded will automatically calculate the staff member’s rostered cost and actual pay based on the Industry Award (Australian Companies), On Cost or Public Holiday rates enabled for your company.

All customers: read more on how to set up Pay Adjustment Packages here.

Australian customers: find out more about Australian Awards in Loaded, the Restaurant Industry Award in Loaded and the Hospitality Industry (General) Award in Loaded.

How to Deactivate or Restore a Staff Member

To Deactivate a Staff Member:

Click on the Staff Profile you’d like to deactivate in Team → Workforce → Staff Members
Scroll to the bottom of the page
Click Deactivate Staff Member
1. You can do this from any tab

Once a staff member is deactivated, they can no longer be added to a roster, or clock in for a shift using the Timeclock App. The staff member's history will remain in Loaded so you can retain this information and Labour reports will be unaffected.

To Restore a Staff Member:

Click the Show Deactivated Employees button at the top of the ‘Staff Members’ page
Click on the staff member you’d like to reactivate
Click the Restore Staff Member button at the bottom of the page

The staff member will now be in the list of active staff members, where you can add them to a roster and they can clock in for a shift. The staff member will have the same information, roles and pay rates as when they were deactivated.

Tips and Tricks

AU Companies do NOT need to set a pay rate for their staff members! Set Role and Pay Classification; pay rate will be calculated for you
Loaded's Xero Payroll integration is currently only available for businesses in Australia
Deactivated employees can easily be reactivated by clicking the ‘Show Deactivated Employee’ checkbox