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

title, section, order, summary, screen, role, keywords

title	section	order	summary	screen	role	keywords
The staff register	people	1	Who is on the register, what each record holds, how to add, import, edit and search it, and what a person's page shows.	People	Admin	staff register, staff, people, add staff, import, roster, csv, payroll number, sizes, fte, uniform style, search, export, missing, approver

What a record holds

Each person on the register is one record. Add staff member opens the form.

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 and last name	Both required.
Phone, group, department or ward	The group decides the person's route (see groups and routes). The ward decides the cost centre unless an override is set.
Top size, pants size	One of each.
Uniform style	Men's, Women's, Either, or blank. Blank 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.
Cost centre override, start date, notes	Optional.

The manager and the On the ward desk tick are set on the person's page, not on this form. When the plan's staff limit is reached, a new record is refused with The register is full for this plan.

Import from a spreadsheet

Settings › Data imports the Staff register template. 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. Rows past the plan's staff limit are skipped and the refusal is reported once.

An import does not add group names to Settings › Issuing rules. See groups and routes for what that means. The template itself is on CSV templates.

Search, filter and export

The search box matches name, staff number or ward. Beside it are a group filter, a filter for what records are missing, and Show inactive.

The missing filter has two parts. Has to be set lists No approver (no manager, or a manager no longer on the register), No FTE (FTE-table groups only) and No sizes. Optional lists No staff app and No uniform style. Inactive records are never in these lists.

The tiles count the whole active register, whatever the search: On the register, On a ward desk, Over the ceiling and Records to finish. Each row's Status is OK, AT LIMIT (a full half of a set), OVER or Inactive.

Export CSV downloads the rows on screen. It uses the import's headers, 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.

Last sizes

The register holds one top size and one pants size. In the staff app, a request starts from the register's size for a top or trousers. For any other garment, or where the register has no size, it starts from the size of the last one that person was issued. The ward desk's raise screen does the same for garments the register has no size for.

A person's page

Click a name to open it. It shows:

• Details, with Edit details, Deactivate and, for a record with no issues and no orders, Delete.
• Uniform held and owed: sets held against the ceiling, room left, anything still on order, sets signed for and not collected, the Combined FTE picker (saved as soon as it changes) and the initial kit.
• Manager's approval: the manager, Print order form, and the signed forms recorded. See managers.
• Previous order forms, Notes, Waiting for pickup, Staff app and Whose requests they approve.
• Alterations, Uniform hand-ins, Issue history (with an Override tag where one was recorded) and Orders for this staff member.

What is written

Record	Change	Undo
Add staff member	A new staff record.	Delete it while it has no history.
Edit details, FTE picker	The fields on the record.	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 under Activity.