How to 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!).

 

Read this article to understand how to:

• Create new staff members
• Edit existing staff members
• Deactivate and restore staff members

 

Getting Started

 

 

How to Create a Staff Member

 

There are two ways you can create staff members:

1. Directly in Loaded
2. Import from your POS.

This article will show you how to create staff members directly in Loaded. To learn how to import staff members from your POS, read this article (note only certain POS systems support this feature).

 

Create staff members directly in Loaded

1. Open the Staff Members page: Time > Workforce > Staff Members > click "Add New"
   
   
   
   
   
2. Enter the staff member's details. You can enter as much or as little as you need*, but here are a few tips to help you get the most out of this section:
   
   

   Field	Why is it helpful?
   First name & Last name	These are required to create a staff member in Loaded, and hopefully helps you remember your staff members' names too!
   Birth date	Entering a staff member's birth date means that age-related pay adjustments will be automatically calculated.
   Email	An email address is required to send a staff member the published roster.
   Employment Type	Pay rate calculations and adjustments differ based on whether a staff member is full-time, part-time or casual.
   Remuneration Type	Pay rate calculations and adjustments differ depending on whether a staff member is on a salary or hourly rate.
   Available Roles	Once you add a role, you can add that staff member to the Roster in that role. You can add as many roles per staff member as you like.
   Payrate Type	Select "Set by Pay Classification" for the role so that every time the staff member clocks in for that role, Loaded will automatically calculate their pay rate based on the Pay Classification selected.

   
   Note if you are using our Xero Payroll integration, there are additional fields in the Payroll tab that are required to ensure you can export a pay run from Loaded to Xero: 
   • Payroll - Payroll Calendar (linked from Xero)
   • Tax Declaration - Residency Status
   • Tax Declaration - Income Type
   • Tax Declaration - Tax Scale Type
     
     
     
     
     
3. Click 'Save' and you're done! You'll be directed back to the Manage Staff Members' page where the staff member you just created will be listed.

 

How to Edit Staff Member Information

 

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.

 

Edit Personal Details

1. Open the Staff Member record: Time > Workforce > Staff Members and select the staff member you want to edit. 
2. In the 'Personal' tab you can update any of the fields, just be sure to click 'Save' to capture your changes.

Example in Loaded: Adding an email address for this staff member which wasn't there when they were created.

 

Edit Job Details

 

Use the 'Job' tab to capture important changes to a staff member's employment, such as who they report to, their role and salary or hourly wage.

1. To make a change to the Employment Schedule section, click 'Edit Pay'
   
   
   
   
   
2. In the dialog that appears, you can:
   • Change the Employment Type between Casual, Full Time and Part Time.
   • Change the Remuneration Type between Hourly Rate and Salary. Note Casual staff can only be set on the Hourly Rate Remuneration Type, not Salary.
   • 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.
   • Set the date this change will start from: the date will default to today's date, but if you are planning ahead you can set a future date here and be assured the change will take effect when you need it to.
     
     
     
     
     
3. Click 'Save' in the dialog to see the changes recorded in the staff member's Change History. Click 'View' on any row to see that staff member's job details for the specified time period.

 

Edit Payroll Details

 

If you export information from Loaded to your payroll system, you can edit the Loaded Staff Paycode field. See our payroll articles to understand what field this corresponds to in your payroll system.

Customers using the Xero Payroll integration* can edit additional staff member details in this tab - read more in our Xero Payroll Integration article. 

*Loaded's Xero Payroll integration is currently only available for businesses in Australia. The integration is in a Beta testing phase for New Zealand businesses, please reach out to support@loadedhub.com if you are interested in being part of the Beta group.

 

Edit Pay Adjustment Details

 

Use the Pay Adjustments tab to control how pay adjustments are applied to an individual staff member.

If you select the checkbox "Use Pay Adjustments to adjust this employee's pay", Loaded will automatically calculate the pay rate for that staff member for the hours they work, based on the Industry Award or Pay Adjustment Package 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 and the Restaurant Industry Award in Loaded.

 

How to Deactivate or Restore a Staff Member

 

Deactivate a Staff Member:

 

Open the staff member record, scroll to the bottom of the page and click the "Deactivate Staff Member" button. You can do this from any tab.

What will this do?

• That staff member can no longer be added to a roster, or clock in for a shift using the timeclock.
• The staff member's history will remain in Loaded so you can retain this information and Labour reports will be unaffected. Just click the "Show Deactivated Employees" button from the Manage Staff Members page to see a list of all deactivated staff members.

 

Restore a Staff Member:

 

If you deactivated a staff member accidentally, or that staff member is returning to work, open the staff member's record from the list of deactivated employees and click the "Restore Staff Member" button.

What will this do?

• 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. You can update this if you need to following the instructions above to edit staff member information.

 

Known Constraints:

Ordinary Earnings Rate field: currently you need to leave this field blank when creating a new staff member. After the staff member has been created, you'll be able to enter this information.


Once the staff member has been created, open the Payroll tab where the Ordinary Earnings Rate field can be populated. The options that appear in this drop down will be all the Pay Items set up in the Payroll Settings of your Xero account.