Key staffing allows you to identify staff members who are key to the business and will typically have roles such as keyholder, fire marshall and first aid etc. Key staffing requirements can be configured on the rota to ensure there are employees in those key staffing roles scheduled for the days and times you require them.
Set up key staffing descriptions
To set up a description of a key staffing role that can be assigned to employees, follow the below steps:
Within the left-hand menu, click into Settings, usually located under Configuration, Set Up or System Admin.
Expand Module Settings.
Expand HR then click into Key Staffing Descriptions.
Click the Add Key Staffing Description button then enter the name of your key staffing role.
Click Save.
Assigning a key staffing role
To assign a key staffing role to an employee, this is done within an employee's profile, by following the below steps:
Locate an employee through the organisation search then within their profile, click into the Payroll menu.
Click into the Rotas tab then click the Edit button.
Under Key Staffing Roles, click the relevant roles the employee should be assigned.
Set the Expiry Date for the role against the employee, if applicable.
Click Save.
Configure key staffing schedule
You can create the schedule for the key staff on a section specific basis within the Rotas area. You will be able to configure the specific days and shift times you require somebody with a specific key staffing skill to be present on the rota for that section.
In the left-hand menu, click into Team Rotas located under the My Team menu.
Within the rotas screen, select Key Staffing from the top banner.
Use the organisation button to filter to the required section then click the Create Key Staffing button.
Select the required Key Staffing description from the drop down.
Select the specific days and shift times (multiple shift times can be added) you require an employee with this key staffing description to be scheduled in for.
Enter the number of staff required per shift.
Click Save.
Scheduling key staff
Once you have configured your key staffing schedules and a new rota has been created, clicking into the day view for a specific day, you should now see a Key Staffing section towards the top of the page showing you the time of day, the number of people with a specific role required and the number of people with a specific role scheduled.
To see a more detailed breakdown, hover over the scheduled row for each hour slot and the system will show you who with that role is already scheduled or who with that role is available to be scheduled.
The scheduled/requirement breakdown will be colour coded:
Green means key staffing requirement met in schedule.
Red means under key staff requirement in schedule.
Black means over key staff requirement in schedule.
📌Note: The key staffing chart will update following shift times against employees on the rota with the key staffing descriptions being added or amended and the daily rota view refreshed.