threadcount-community/docs/manual/people/staff-register.md

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title: The staff register section: people order: 1 summary: The People screen: what a record holds, how to add, import, filter and export the register, and what each tab of a person's record shows. screen: People role: Admin keywords: staff register, people, add a person, import, roster, csv, payroll number, staff number, sizes, fte, uniform style, missing, approver, export, record, details and access

What a record holds

Each person on the register is one record. Add a person at the top of People opens the Add staff member form. Only an Admin sees it.

Field	Notes
Staff number	Required and unique in the facility. It cannot be changed after the record is saved, because issue history and reports are keyed to it.
First name, Last name	Both required.
Phone, Staff group, Department	The group decides the person's route (see groups and routes). The department is their ward and decides the cost centre unless an override is set.
Top size, Pants size	One of each.
Uniform style	Men's, Women's, Either, or not set. Not set offers every style, as Either does.
Combined FTE	1.0 down to 0.1, or Casual. Only read for groups on the FTE table.
Yearly report figure (garments)	Used by reports only; the counter never refuses on it. Groups on the FTE table are not measured.
Cost centre override, Start date, Notes	Optional.

The manager and On the ward desk are set on the record's Details & access tab. Past the plan's staff limit, a new record is refused with The register is full for this plan.

Import from a spreadsheet

Import the register opens Settings › Data & audit log with the Staff register import chosen. Its columns are num,first,last,phone,group,dept,cc,manager,fte,style,top,pants,ccoverride,ent,start,notes.

• A row with no num or no first is skipped.
• A row whose staff number is already on the register updates that record. Only cells with something in them are written; a blank cell keeps what is there.
• dept with cc creates the department if it does not exist.
• manager is the manager's staff number, not their name. Managers are linked after every row is in, so a manager can appear anywhere in the file. A number that matches nobody is reported.
• An fte, start or style cell that cannot be read is reported and left blank. Dates are written YYYY-MM-DD.
• At most 20,000 rows at a time. New rows past the plan's staff limit are skipped and the refusal is reported once.

An import adds no group names to Settings › Issuing rules. The template is on CSV templates.

Filter and export

The search box, Name, number or ward, sits beside a Group select and a Show select. Show offers Everyone, Missing something, No approver, No FTE, No sizes, No staff app, No uniform style, Receipts to sign and Over the ceiling; every option but Everyone shows its count in brackets. When anyone is inactive, a segment switches between Active and Include inactive.

Missing something counts only gaps that stop something working: no approver (none, or one no longer active), no FTE (FTE-table groups only) and no sizes. Inactive records have no gaps.

The line under the filters counts the whole active register, whatever the search. Each row's Status is OK, AT LIMIT (a full half of a set), OVER or Inactive, and Missing names the gaps.

Export CSV downloads the rows on screen. The staff import reads its headers back, so a ward's list can go to its manager, come back with Manager number filled in, and be imported again. Approver name (reference only) is ignored on import. Notes and start dates are left out of the file.

Requests opens the request queue.

A person's record

Click a name to open it. The top shows their details, their manager and meters for tops and pants against the ceiling, with Open at the counter and, for an Admin, Edit details.

Tab	What is on it
Uniform	Holding, with a signed or not signed toggle and Return on each line. Waiting for pickups, the Approval panel and the Note.
Requests	Their requests, Open or All, and Open in the queue.
History	Issue history, Hand-ins, Alterations, Previous order forms and the orders placed for them.
Details & access	Details, Manager, whose requests they approve, Staff app, and the Register panel with Deactivate and Delete.

An Issuer can read every tab, and can record a signed form, a hand-in or an alteration. Details, the note, the manager, the FTE and staff-app access are Admin only.

What is written

Record	Change	Undo
Add a person	A new staff record.	Delete it while it has no history.
Edit details, Combined FTE select	The fields on the record. The FTE saves as soon as it changes.	Edit again. The staff number cannot change.
Import	Records created or updated, managers linked, departments created.	None. Import a corrected file, or edit by hand.

Every change is listed in the audit log under Settings › Data & audit log.