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Users & Access
Invite a new staff member
1. Go to **Human Resources → Users & Access**.
2. Click **Manage invites**.
3. Enter their email address and choose a starting role — **Staff** or **Admin**.
4. Send the invite. They’ll receive an email with a link to set their password and join.
Edit an existing member
1. On the **Users & Access** screen, find the person in **Active users**.
2. Click **Edit** next to their name.
3. Update their details, job role, or access level from here — including promoting them to **Outlet Manager**, a third tier that sits between Staff and Admin (see below). Outlet Manager can only be granted this way, after someone has already joined — you can’t invite a new user directly as an Outlet Manager.
4. If the Outlets module is enabled, this is also where you assign their primary outlet and any cover outlets — an **”Unassigned”** badge next to their name means this hasn’t been set yet.
Access levels explained
| Level | What it covers |
|—|—|
| **Staff** | Day-to-day logging, viewing, and requesting — the baseline for every module |
| **Outlet Manager** | Everything Staff can do, plus elevated permissions scoped to their own outlet: updating Incident Report status, adding and reassigning corrective actions, seeing incidents across every outlet (not just their own), and sending messages/broadcasts to their outlet’s team |
| **Admin** | Full control — configuration, staff management, publishing, approvals, and compliance reporting |
Remove a staff member’s access
1. Find them in **Active users**.
2. Click **Remove access**.
This deactivates their account rather than deleting their history — their past logs, shifts, and records stay intact for your compliance records.
Right to Work status
Each staff member’s card shows an **RTW: pending / verified** badge. This tracks their UK Right to Work declaration and your manager verification of it — the full RTW workflow is completed by the staff member themselves from their own **My Profile → Right to Work** tab (see [Account & Profile](account-profile.md)), with you verifying the documents once submitted.
Time Off
Review the team leave calendar
Go to **Human Resources → Time Off**. The **Team Leave Calendar** shows approved and pending leave for all staff for the month shown, so you can check rota capacity before approving anything new. Use the **‹** and **›** arrows either side of the month name to move between months.
Approve or reject a pending request
1. Go to **Human Resources → Time Off**.
2. Under **Pending requests — all staff**, find the request.
3. Approve or reject it from there — approving deducts the days from that staff member’s annual allowance; rejecting does not.
Cancel an already-approved request
1. Under **Approved holiday — all staff**, find the entry.
2. Cancel it. This frees the days back up against that staff member’s allowance — use this if they (or you) no longer want them to take that time.
Book time off on someone else’s behalf
The lower calendar, **Book Time Off**, lets an Admin do the same click-to-book flow staff use themselves:
1. Click a day to mark it as **Holiday** (counts against annual allowance) or click again to switch it to **Day Off** (a rest day — no allowance used). A third click deselects it.
2. Days within 14 days of today can only be marked as **Day Off**, not Holiday.
3. Maximum 2 rest days per week (Monday–Sunday) — any additional days off in the same week must be booked as Holiday instead.
4. Optionally add a reason.
5. Click **Submit request**.
The colour key at the bottom of the calendar (green = 1 person off, amber = 2 off, red = 3+ off) gives you an at-a-glance read on how stretched the team is on any given day.
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