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.

Creating a payroll product

The Lohn-Produkt picker only offers products explicitly marked as payroll products.

Right in the staff record: open the Lohn-Produkt field and pick Create new wage 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 wage product via Inventar > Neues Produkt:

1. Go to Inventar > Neues Produkt and pick the type Dienstleistung (service).
2. Give it a name, e.g. "Servicekraft" or "Küchenhilfe".
3. In the Service-Details section, switch on Als Lohn-Produkt verwenden (use as payroll product).
4. Enter the hourly wage as the cost price — the sale price of a wage 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 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, a full Adresse (with autocomplete), a Personalakte ("staff file") section, and a dedicated Notfallkontakt ("emergency contact") section are available here (details on both in the next section).
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. On the Übersicht tab you see tax-related data (Sozialversicherungsnummer, Lohnsteuer-Nummer) and the emergency contact under the Steuer & Notfall section, plus a separate Personalakte card below it with the extra fields maintained in the edit view.

Maintaining the staff file (Personalakte)

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

Right below it, but as its own Notfallkontakt section in the edit form, you enter Name, Telefon, and Beziehung (relationship) for the emergency contact.

The Mutterschutz ("maternity leave") status sits alongside "Aktiv" and "Archiviert" 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. Go to Einstellungen > Mitglieder and click Mitglieder ins Team einladen ("invite members to the team").
2. Enter the person's email address and choose the role Personal (hint text: "Portal access only. Doesn't count as an admin seat.").
3. 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 Als Manager einladen ("invite as manager") in the top right.
2. Enter the E-Mail für den Login (login email) and choose a Rolle that determines which modules the manager can access.
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 E-Mail address on file.
2. In the Portal-Link card, click Link anzeigen ("show link") to copy it directly, or Per E-Mail senden ("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 "Als Manager einladen" with portal access: an invited manager sees the admin area, not a portal view.

Uploading documents

In the Dokumente 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 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.

Is the "Manager / Helfer" role the same as the role used for portal access? No, those are two independent fields. Rolle in the Rolle & Vertrag section (Manager/Helfer) 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.