Staff & Users Overview

A reference guide to the core entities in the Staff & Users module.

This page defines the key entities for StaffSync’s Staff & Users. Use it as a reference when setting up your organisation or training new administrators.

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Entities

Staff Member

A person employed by the organisation who appears in rosters, timesheets, and leave records. Every staff member has a profile containing their personal details, departments, roles, qualifications, and payroll information. A staff member is not necessarily a system user — they may only interact with StaffSync via the employee app.

Casual

A staff member who is not rostered in advance. Instead of being added directly to a roster, casuals receive job notifications and respond to indicate their availability. If selected, they are assigned to the shift. Casuals are identified by the Roster This Person toggle being set to No in their profile.

User

A person with a login account who can access the StaffSync web application. A user may be an administrator, a manager, or a staff member who has been promoted to also hold a user account. Users are granted access to specific modules and actions via their permission settings.

Role

A named position or job type within the organisation (e.g. Shift Supervisor, Barista). Roles are used to filter staff during rostering, control what information is collected on timesheets, and define break entitlements. A staff member can hold multiple roles.

Department

A grouping of staff and roles within a location (e.g. Front of House, Kitchen). Departments are used to segment rosters, filter timesheets, and control manager visibility. A staff member can belong to multiple departments, with one set as their Home Department.

Manager

A user who has been assigned oversight of one or more departments or the organisation as a whole. Managers can view and approve timesheets and leave requests for staff within their assigned scope. Managers are configured under Our Profile → Our Users → Managers.

Reporting Role

A custom managerial role that is not tied to a specific department. A reporting role allows a nominated user to access the timesheets and leave requests of staff assigned to that role, regardless of department. Useful for HR or payroll staff who need cross-department visibility.

Additional User

An email address that receives StaffSync notifications (such as timesheet or leave decisions) without being tied to a full user account. Useful for shared inboxes or external contacts who need to stay informed but do not log in to the system.

Gold/Silver Status

Gold and silver status reflects a casual’s engagement with job notifications. A casual is assigned gold status if they respond to at least 33% of the job notifications they receive, and silver status if they respond to fewer than 33%. If a reliever achieves gold status, they will get a gold medal on their home page as well as an explaination of what they’ve achieved.