Prepare staff records for rostering and portal workflows.

Open Staff from the left navigation. Use Import for bulk onboarding, or Add staff to create one record at a time.

Open Import and download the current staff CSV template. Enter staff information without changing the column structure, save the file, then upload it back into BondiByte.

Run the import and review any validation feedback before continuing.

Select Add staff and complete the staff member's profile, contact, and emergency contact information.

Use Active for current workers. Inactive and Terminated staff are excluded from normal rostering consideration and are not counted as active staff for allowances or calculations that rely on the active staff count.

Keep the status aligned with the person's real employment state. Statuses drive operational eligibility, so they are not just labels.

Complete employment type, manager or supervisor, login UPN where used, start date, and right-to-work or residency information. Record these values accurately so compliance and document workflows track the right evidence.

If pay levels are used, select the appropriate pay level. Select an initial primary site where appropriate; additional site relationships can be added after creation.

Set ordinary hours, rostering preferences and, where needed, a maximum rostered-hours-per-fortnight limit.

Preferences influence ranking. They never bypass hard suitability checks.

Select Create staff. The staff profile becomes the central workspace for ongoing workforce management.

The profile tabs cover Overview, Login access, Documentation, Reports, Contracts & Pay, Availability, Capabilities, Sites, and Shifts.

Capabilities represent qualifications, clearances, and evidenced skills used by rostering suitability, such as First Aid, CPR, NDIS Worker Screening, or a driver licence.

Upload staff documents using the correct document type. Where a document type maps to a capability, approved evidence can derive or update the capability and its expiry state.

Missing a mandatory capability is a hard suitability block. Missing an optional capability can be surfaced as a warning.

Staff can upload documents through the staff portal and mobile app. Staff-submitted documents must pass the approval workflow before becoming trusted profile evidence.

Review pending submissions from Approvals, under Document requests.

Use the Login access tab when the worker needs staff portal or mobile access. Authorised administrators can send setup and login details, link an existing account, set a password, revoke sessions, and manage approved SSO exceptions, depending on the account state and identity configuration.

Availability controls when a staff member can work. Blocked and unavailable windows are respected by suitability checks and Smart Rostering.

Each availability record is a dated window with a type: Available, Preferred, Unavailable, Blocked, or On Leave. On Leave needs a start and an end date, and it also sets the person's status to On Leave so they are not auto-rostered until it finishes.

Staff can add their own availability from the Staff Portal and the BondiByte Staff app. Time off longer than your organisation's leave approval threshold waits for a manager, and those requests appear in Approvals under Leave and unavailability.

If availability changes after future shifts are already assigned, review those assignments rather than assuming they are removed automatically.

Assign the worker to additional sites where required. Primary, Secondary, and Relief team relationships help Smart Rostering rank eligible staff for each site, and assignment dates affect when a worker is considered part of that site.

Team relationship is a ranking signal. Being Secondary or Relief never makes someone invalid; mandatory capabilities, availability, and other hard rules stay authoritative.

Use the staff profile to review reports and employment-related information. Where Staff Contracts are used, Contracts & Pay shows relevant contract and pay information, subject to permission.

Open Shifts to see future and historical rostered work, then open a shift when more detail or further action is required.