Core Setup
Prepare staff records for rostering and portal workflows.
Staff profiles drive rostering, Smart Rostering suitability, documents, timesheets, reports, manager review, and Staff Portal access.
Before you begin
Before creating staff profiles, make sure you have:
- Configured your organisation sites (if staff will be assigned to locations).
- Decided whether the employee requires Staff Portal access.
- Staff contact and emergency contact details.
- Employment information.
- Availability and rostering preferences.
- Qualification, certification and compliance documents ready to upload.
Recommended setup order
For the best experience, we recommend setting up staff profiles in the following order.
1 Create the staff profile
Create a new staff profile and enter the employee's:
- Full name
- Employment status
- Contact details
- Employment information
This creates the operational record that will be used throughout the BondiByte platform.
2 Link a login account
If the employee requires access to the BondiByte platform or Staff Portal, link the staff profile to their login account.
This connection is required for employees to securely access their roster, availability, timesheets and other self-service features.
3 Assign sites
Link the employee to the appropriate site or sites and nominate their primary site where applicable.
Assigning site relationships improves workforce visibility and supports more accurate rostering and Smart Rostering recommendations.
4 Configure rostering preferences
Complete the employee's availability and rostering preferences, including:
- Available working days
- Preferred shift types
- Public holiday availability
- Transport and travel preferences
- Maximum working hours
Keeping these preferences up to date helps managers build more suitable rosters and enables Smart Rostering to recommend the right staff for every shift.
5 Upload qualifications & documents
Upload all required documentation, including:
- Qualifications
- Certifications
- Employment checks
- Licences
- Other compliance documents
Where applicable, include expiry dates to enable automatic compliance reminders and qualification tracking.
6 Complete employment details
Finish the staff profile by confirming:
- Manager
- Pay level
- Employment details
- Ordinary working hours
Completing these fields ensures the employee is ready for rostering, workforce planning and payroll-related workflows.
Understanding staff profile fields
UPN (User Principal Name)
The employee's login identity used for Microsoft Entra or Microsoft 365 sign-in when enabled. Note: the UPN is separate from the employee's contact email address.
The employee's contact email used for notifications and communication.
Primary Site
The main service location where the employee is based for operational management and rostering.
Manager
The employee's direct manager, used for reporting relationships and operational workflows where applicable.
Rostering Preferences
Availability and work preferences that help managers and Smart Rostering identify suitable shifts for each employee.
Capability
A qualification, skill, certification, licence or permission assigned to a staff member and used when determining workforce suitability.
Best practice
- Assign staff to their sites before enabling Smart Rostering.
- Keep contact email addresses and login identities (UPN) accurate to simplify user access and troubleshooting.
- Upload compliance documents as part of the onboarding process rather than later.
- Record qualification expiry dates to enable automatic reminders.
- Regularly review staff availability and rostering preferences to keep scheduling accurate.
Common mistakes to avoid
- Creating a login account without linking it to an active staff profile.
- Leaving primary site information blank and expecting site-based rostering to function correctly.
- Forgetting to configure availability, maximum hours or preferred shift settings.
- Not recording qualification expiry dates, resulting in missed compliance reminders.
- Uploading incomplete staff documentation before assigning employees to shifts.
What to do next
Related guides
Roles and Access
Understand Owner, Admin, Manager, Staff, Staff Portal access, auditor access, and platform administration separation.
Core SetupSites
Understand sites, accommodation areas, logical standalone client sites, staffing rules, staff links, and rostering relationships.
Staff WorkflowsStaff Portal
Help staff use portal access for shifts, availability, interest, swaps, cancellations, timesheets, reports, documents, notifications, and profile details.
Need help applying this setup path?
Book a BondiByte demo and we can walk through the right setup order for your provider.