Staff Database

The staffing system handles all aspects of running your staff per home or as an organisation. It covers all aspects of staff training, timesheets, departmental / position analysis, bonus schemes, holiday/sickness analysis to name just a few areas that it covers. It has been designed to allow you to access all the details/ reports you could need when managing your staff.

The staff database provides a convenient, single home for all your staff information. You can access the information by employee name, payroll number, department or position. Also illustrated is a complete history of all staff who have ever worked at the home and details of recent leavers, which is very useful in the weeks after someone has left and their records may need to be frequently referred to.

All data never leaves the system and is always easily retrievable thereby allowing historical information such as time sheets to be examined and reprinted etc.

The staff database features a number of coloured highlighted sections. Once a member of staff clocks in using the “I” button system their name is highlighted in green on the staff list page, which gives the home manager a very clear indication of the members of staff on site at any given time.

In addition orange is used to indicate that a scheduled appraisal or supervised session is imminent, while red indicates that these are overdue.

Double clicking on the highlighted member of staff brings up the details of that particular employee categorised by, General Details, Next of Kin, Employment Details, Bank Details, Holidays, “I” button and Notes.

All parts of the programme are designed to make input quick and easy. A typical example of this is the Copy Staff Address facility. The next of kin is often based at the same home address as the member of staff, so a quick press of the copy staff address button automatically pastes this on to the next of kin page.

Details specifically relating to employment are stored on the employment page. These include receipt of P45, references, police check, employment category, appraisal dates, supervised session program, inductions courses and a list of employment contracts, which are named when the system is set up.

To ensure complete confidentiality the bank details are obscured once they have been entered and can only then be changed or viewed with the highest level of login security. Please see the Timesheets page for further details on system security.

The holiday page basic information, combined with the timesheets input, allows the system to calculate the holidays accrued to date, accrued holiday remaining and annual holidays remaining.

The “I” button page shows details of the unique identity fob issued to the member of staff along with the jobs they do for each shift and their most recent date and time of clocking in and out.

The staffing section also features a Document Manager function that allows you to import/export data into Word or Excel and thereby attach letters, reports and other documents to the personnel details of each employee.