Staff Workflows
Prepare staff-facing workflows.
Staff Portal gives staff a focused place to view shifts, manage availability, express interest, handle supported swaps and cancellations, upload documents, submit timesheets, create reports, and review profile details.
Before you begin
The BondiByte Staff Portal gives employees secure access to the information and tools they need to manage their day-to-day work: viewing rosters, updating availability, submitting timesheets, completing reports and accessing important documents. Before providing staff with access, make sure you have:
- Created an active staff profile.
- Created or linked the employee's login account.
- Assigned the appropriate Staff Portal role.
- Published the employee's roster.
- Confirmed your organisation's email notifications are configured (if using email notifications).
Recommended setup order
For the best experience, we recommend setting up the Staff Portal in the following order.
1 Create staff profiles
Before staff can access the portal, they must have an active staff profile within BondiByte.
The staff profile stores the operational information used throughout rostering, documents, timesheets and workforce management.
2 Create or link login accounts
Create a login account for each employee or link an existing account to their staff profile.
Each staff member should have their own individual login credentials.
3 Assign Staff Portal access
Assign the appropriate Staff Portal Role to enable self-service access.
Without the correct role, employees will not be able to access Staff Portal features.
4 Publish rosters
Staff can only view shifts that have been published.
Before inviting staff to use the portal, ensure their roster has been reviewed and published through the Rostering module.
5 Configure staff workflows
Enable the self-service features your organisation intends to use, including:
- Availability management
- Shift Interest
- Shift Swaps
- Shift Cancellations
- Staff Documents
- Notifications
Configuring these workflows before rollout provides a better experience for your workforce.
6 Enable timesheets & reporting
Prepare your organisation's timesheet and reporting workflows so staff can:
- Submit timesheets
- Complete shift reports
- Record operational notes
Managers can then review and approve submissions directly within BondiByte.
Understanding Staff Portal settings
Staff Portal Role
The permission that allows employees to access the Staff Portal and use available self-service features.
Linked Active Staff Profile
The operational staff record connected to the employee's login account. A linked active staff profile is required for Staff Portal access.
Shift Interest
Allows employees to express interest in available shifts when your organisation has enabled shift interest collection. Managers review these requests alongside availability, qualifications and operational requirements.
Availability
Employees can manage their availability by indicating when they are Available, Unavailable, Preferred or Blocked. Keeping availability current helps managers build more accurate rosters and improves Smart Rostering recommendations.
Shift Reports
Operational notes completed by staff during or after a rostered shift. Reports provide valuable information for managers, compliance records and participant documentation.
What Staff Can Do
Depending on your configuration, staff can view upcoming shifts, update availability, express interest in shifts, request swaps, submit cancellations, complete timesheets, submit shift reports, access documents, view tasks, update profile information and receive notifications.
Best practice
- Confirm staff roles and profile links before inviting employees to log in.
- Publish rosters before asking staff to view upcoming shifts.
- Encourage staff to regularly update their availability.
- Keep staff documents attached to the employee's active profile.
- Review submitted timesheets and reports promptly to maintain accurate operational records.
Common mistakes to avoid
- Inviting staff before their login account has been linked to an active staff profile.
- Expecting unpublished shifts to appear in the Staff Portal.
- Forgetting to assign the correct Staff Portal role.
- Delaying timesheet approvals, which can impact downstream payroll and billing workflows.
What to do next
Related guides
Staff
Set up staff profiles, account links, UPN/contact details, capabilities, site links, availability, documents, and Staff Portal readiness.
RosteringLight Rostering
Schedule shifts on a simple week or fortnight calendar for clients who are not tied to a site. Add a shift quickly, assign staff with conflict warnings, publish to notify staff, record shift reports, and attach client billing line items.
Timesheets and InvoicingTimesheets
Set up roster-connected timesheets, draft generation, staff review, submission, manager approval, sleepover handling, and payroll export preparation.
Need help applying this setup path?
Book a BondiByte demo and we can walk through the right setup order for your provider.