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 Mitarbeiter tab.
3. Click Mitarbeiter (plus icon) in the top right.
4. The form opens. The only required fields are Vorname and Nachname — all other fields are optional.
5. Fill in the fields you need (see details below).
6. Click Mitarbeiter anlegen.

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

• Vorname / Nachname (required)
• E-Mail — for communication and future app access
• Telefon — landline or mobile number

Rolle & Vertrag

• Rolle — choose between Manager (supervisory role with access to management functions) and Helfer (casual worker with limited visibility)
• Position — free text, e.g. "Service staff day shift"
• h / Woche — contractually agreed weekly hours; the basis for the time balance
• Urlaubstage — annual leave entitlement; drives the leave overview on the detail page
• Lohn-Produkt — 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, Aufbau. Skills are searchable and assist with shift planning.

Using templates

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

1. In the Mitarbeiter tab, click Vorlagen (top right).
2. The templates dialog opens. Click Neue Vorlage and enter the name, role, hours, leave days, and skills.
3. Click Vorlage anlegen to save the template.
4. When creating the next staff member, select your template from the Vorlage anwenden 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 Mitarbeiter tab, open the person you want to edit (click their card).
2. You arrive on the detail page. Click Bearbeiten in the top right.
3. The edit form opens. In addition to the creation fields, Mobil and a full Adresse (with autocomplete) are available here.
4. Save with Änderungen speichern.

The detail page also shows a KPI strip with Vertragsstunden, Stundenlohn, Urlaub frei, and Erfasste Stunden, as well as the tabs Übersicht, Schichten, Zeiterfassung, Urlaub, and Dokumente. Tax-related data (Sozialversicherungsnummer, Lohnsteuer-Nummer) and the emergency contact are visible on the Übersicht tab under the Steuer & Notfall section.

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 Bearbeiten.
2. Click Archivieren in the bottom left.
3. Confirm the prompt.

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

Frequently asked questions

Can I change the role (Manager / Helfer) after creation? Yes. Open the person via Bearbeiten and change the Rolle field. The change takes effect immediately on permissions and shift planning.

What happens if I don't assign a Lohn-Produkt? 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? User accounts with login access are managed under Einstellungen > Mitglieder. Staff members in Univents are contacts who do not necessarily have a login.