Creating & configuring staff

The Staff section is where you manage your entire team: from initial creation through contract data, skills, and archiving. Access all functions via Staff in the left navigation.

Creating a staff member

1. Open the Staff section in the navigation.
2. Switch to the Members tab.
3. Click Member (plus icon) in the top right.
4. The form opens. The only required fields are First name and Last name — all other fields are optional.
5. Fill in the fields you need (see details below).
6. Click Create member.

Once created, the person appears as a card in the staff list and gets their own detail page.

Fields in the creation form

The form is divided into sections:

Person

• First name / Last name (required)
• Email — for communication and future app access
• Phone — landline or mobile number

Role & Contract

• Type — choose between Manager (supervisory role with access to management functions) and Helper (casual worker with limited visibility)
• Position — free text, e.g. "Service staff day shift"
• h / week — contractually agreed weekly hours; the basis for the time balance
• Vacation days — annual leave entitlement; drives the leave overview on the detail page
• Payroll product — link a product from the payroll catalogue to automatically calculate supplements (public holidays, nights, weekends)

Skills

• Enter skills as tags (confirm each with Enter or a comma). Examples: Service, Barkeeping, Setup. Skills are searchable and assist with shift planning.

Creating a payroll product

The Payroll product picker only offers products explicitly marked as payroll products.

Right in the staff record: open the Payroll product field and pick Create new payroll product — the entry is always at the top; if you type a name first, it is pre-filled. The dialog walks through two steps:

1. Master data — display name (appears on invoices and quotes; use DE/EN to maintain the English version), internal name, description, hourly wage (required) and optionally the sale rate used to charge tracked time to customers.
2. Surcharges & conditions — the same price conditions as on any product: fixed euro amount or percentage, free time windows (including across midnight, e.g. 10 pm–2 am and 2–6 am separately), weekdays and holidays. These rules apply to the wage (payroll export and staff report) — customer prices are unaffected.

The hourly wage is mandatory: it is what a payroll product is. Without it every tracked hour would be valued at 0 €, both in an event's actual costs and in the payroll export.

After creation the product is selected right away. Alternatively you can still create a payroll product via Inventory > Add Product:

1. Go to Inventory > Add Product and pick the type Service.
2. Give it a name, e.g. "Service staff" or "Kitchen assistant".
3. In the Service Details section, switch on Use as payroll product.
4. Enter the hourly wage as the cost price — the sale price of a payroll product is the customer rate and is never paid out as a wage.
5. Configure surcharges (night, Sunday, public holidays) through the pricing conditions of the same product.

The product is then selectable in every staff profile. Several payroll products are common — for example one per role, each with its own hourly wage.

Using templates

Templates speed up onboarding when you're creating many staff members with the same contract terms.

1. In the Members tab, click Templates (top right).
2. The templates dialog opens. Click New template and enter the name, role, hours, leave days, and skills.
3. Click Create template to save the template.
4. When creating the next staff member, select your template from the Apply template dropdown at the top of the form. The form fills in automatically. Fields you have already filled in are not overwritten.

Templates are purely an onboarding aid and have no effect on staff members who have already been created.

Editing profile data later

1. In the Members tab, open the person you want to edit (click their card).
2. You arrive on the detail page. Click Edit in the top right.
3. The edit form opens. In addition to the creation fields, Mobile, a full Address (with autocomplete), an Employee file section, and a dedicated Emergency contact section are available here (details on both in the next section).
4. Save with Save changes.

The detail page also shows a KPI strip with Contract hours, Hourly rate, Vacation left, and Hours logged, as well as the tabs Overview, Shifts, Time tracking, Vacation, and Documents. On the Overview tab you see tax-related data (Social security number, Wage tax number) and the emergency contact under the Tax & Emergency section, plus a separate Employee file card below it with the extra fields maintained in the edit view.

Maintaining the employee file

These fields only become available after the initial creation, in the edit form's Employee file section:

Right below it, but as its own Emergency contact section in the edit form, you enter Name, Phone, and Relationship for the emergency contact.

As another separate Bank details section, you record the person's IBAN and, optionally, their BIC. Both fields are optional; on save the IBAN is automatically upper-cased and stripped of spaces and lightly checked for its format. Bank details are treated like wage data: the section, and both values in the detail view (under Tax & Emergency), only appear if you are allowed to see wages — depending on your workspace's wage visibility that means every member, or only admins and named personnel managers. Without that permission you also cannot set the bank details. Changes to them are recorded in the activity log.

The Maternity leave status sits alongside "Active" and "Archived" as one of six possible values on the same status field — it doesn't replace anything else, and it's findable via the status filter on the staff list.

Setting up portal access

A staff contact alone doesn't yet have access to the Employee Portal. Depending on what kind of access the person needs, there are three different paths:

Full-time staff with their own login, lands in the portal automatically

1. Open the People & Access page. It is not in any menu — you reach it via its address: univents.app/home/<your-workspace>/settings/members. For <your-workspace>, use the part that also appears in the address bar while you work in Univents. A bookmark saves you the typing next time.
2. Click Invite Members in the top right.
3. Enter the person's email address and choose the role Staff (hint text: "Portal access only. Doesn't count as an admin seat.").
4. Once they accept the invite, the person signs in as usual with their email address and a 6-digit code and automatically lands in their workspace's portal — never in the admin area.

Manager with access to the admin area (not the portal)

1. Open the person's staff file and click Invite as manager in the top right.
2. Enter the Login email and choose a Role that determines which modules the manager can access. If your workspace has not created any custom roles yet, leave the default Full access (no role) — the invitation works either way.
3. Once accepted, this person sees the admin area /home like an admin — not the Employee Portal.

Helper without their own account

1. Open the person's staff file — this requires an Email address on file.
2. In the Portal link card, click Show link to copy it directly, or Send by email to have Univents send it automatically.
3. Clicking the link opens the portal directly — no login, but also no access to payroll, leave, files, and messages (see Employee Portal & Shifts).

Don't confuse "Invite as manager" with portal access: an invited manager sees the admin area, not a portal view.

Uploading documents

In the Documents tab of the detail page you store files such as an employment contract or a sick note for the person.

1. Click Upload document.
2. In the Document type field, choose one of four categories: Employment contract, Sick note, Certificate, or Other.
3. In the Files field, select one or more files — each file can be up to 10 MB.
4. Click Upload.

Uploaded documents can be retrieved again via Download. As long as no documents have been added yet, the tab shows the message "No documents uploaded yet."

Archiving a staff member

When someone leaves the company, archive them — all historical data (shifts, time tracking, leave) is retained.

1. Open the person's detail page and click Edit.
2. Scroll to the bottom of the edit dialog. Archive sits in the bottom left of the button bar, opposite Cancel and Save changes.
3. Confirm the prompt ("Archive member?").

Archived staff members no longer appear in the active list and are not offered during shift planning.

Note the difference to the Status field in the employee file: setting the status to "Archived" or "Left the company" only records information — it does not remove the person from the active list. Only the Archive button does that.

Frequently asked questions

Can I change the type (Manager / Helper) after creation? Yes. Open the person via Edit and change the Type field. The change takes effect immediately on permissions and shift planning.

What happens if I don't assign a Payroll product? Time tracking and shift planning still work. However, supplements and payroll exports cannot be calculated automatically in that case.

How many skills can one person have? Up to 20 skills per staff member. Skills can be added or removed at any time in the edit form.

Where do I manage system members (user accounts) rather than staff contacts? To see who already has a login and which invitations are still open, go to Staff and open the Access tab. You change it on the People & Access page — it is not in any menu and is opened via its address, univents.app/home/<your-workspace>/settings/members. Staff members in Univents are contacts who do not necessarily have a login.

Is the "Manager / Helper" type the same as the role used for portal access? No, those are two independent fields. Type in the Role & Contract section (Manager/Helper) is purely contract information with no effect on logins. Whether and how someone can sign in at all is decided exclusively by the invitation path described in the Setting up portal access section above.