# Add and manage an employee

For the authorised manager. **Console: Team → Employees.** Create the person's
role first if needed, then assign only the locations and actions required for
their work. Staff records and access belong to this business.

## Find an existing employee

Use the directory's **Name**, **Role**, and **Active** filters. Changing a filter
returns to the first page; **Reset filters** clears the filters and returns to
the first page too. Check the page controls before assuming a person is absent
from a large team. Select the employee's row or **Edit** to open their record.

**No staff members** can mean no records match the current filters. A load
error is different: the directory has not confirmed the current staff records.
Resolve the connection or access problem before creating replacement records.
While the list refreshes, wait for it to finish before relying on the results.

The directory link retains filters and page choices, including a name entered
in a filter. Share it only with authorised colleagues and remove personal search
values from screenshots or public support reports. The directory can also show
staff costs; keep those figures within authorised access.

## Add one employee

1. Search the existing directory before creating a new record. Clear filters if
   the person is missing from the current view.
2. Select **Add employee**. In **Profile**, enter the person's full name, choose
   their role, and check **Employee status**.
3. Configure their access credentials through the supported form. The PIN is
   used for POS access and clock actions. Keep it private; do not share it in
   screenshots, team messages, or support notes.
4. Check the mobile number that links the employee to their app account. For an
   existing record, the form says this number cannot be changed there; the
   employee updates it through their account settings.
5. Under **Location access**, choose the associated locations or **All
   locations** deliberately. Check **Accepts tips** if the person should appear
   in tip distribution options.
6. Select **Create employee**, wait for success, then reopen the record and
   verify role, active status, and location access.

Use **Save changes** for an existing employee. An inactive status disables
employee access; changing a name alone does not alter their permissions.

## HR and cost information

The other tabs are **HR** and **Cost**. Enter only information your restaurant
needs and is authorised to maintain. Do not paste unrelated personal or bank
information into notes or import instructions.

Check **Pay type**, rate, currency, and the applicable salary period. Missing
rates can make rota costs incomplete, and report estimates are not a verified
payroll calculation. Review changes with the person responsible for those
records.

## Import a group of employees

Select **Bulk import** to upload a supported CSV/Excel file or paste a list.
Provide names, phone numbers, and intended roles using only necessary data. Use
**Parse Employees**, then review the proposed rows before importing.

Check **To Create**, **To Skip**, **To Review**, and **New Roles to Create**.
Correct names, phone numbers and roles; skip duplicates. Do not accept a new
role simply because the parser guessed it. Check its intended permissions.
Select the import action only when the review is complete.

The completion view distinguishes successfully created employees and failed
rows. Inspect the directory and correct only failures; re-importing the whole
list can create duplicates. File or text limits are shown in the dialog; split
an oversized import into smaller reviewed groups.

## Verify staff access

Have the person check their normal app or till access at the intended location.
Confirm their name before clocking or ordering. Test the tasks their role needs
and make sure unrelated financial, settings, and access-management actions are
restricted. Use [Roles and permissions](/staff/roles-permissions) for changes.

If saving fails, preserve the editor and read the exact validation or connection
error. Reopen the existing record before repeating an uncertain creation.
Escalate with employee record reference, intended role/location, device, and
error; share personal details only through an authorised support channel.