Add & Manage Staff
Plannor centralises your entire team in one place — employment records, certifications, availability, and shift history. Every team member gets their own login based on the role you assign them.
Adding a Staff Member
1
In the sidebar, click Staff, then click "+ Add Staff Member".
2
Fill in the staff member's details:
| Field | Required? | Notes |
|---|---|---|
| First & Last Name | Required | Legal name for payroll and compliance records |
| Email Address | Required | Login email — they receive an invitation here |
| Role | Required | Company Admin, Support Coordinator, or Support Worker |
| Employment Type | Required | Full-Time, Part-Time, Casual, or Contractor |
| Start Date | Required | Used for leave accrual and compliance tracking |
| Phone Number | Optional | Used for shift notifications and SMS reminders |
| Address | Optional | For travel calculations in shift costing |
| Pay Rate | Optional | Hourly rate used in payroll calculations |
| Tax File Number | Optional | Stored encrypted; needed for payroll processing |
| Bank Account | Optional | For direct payroll deposits |
3
Click "Save & Send Invite". The staff member receives an email with a link to set their password and access Plannor.
Understanding Roles
Plannor has two roles for organisation accounts — Company Admin and Staff. The position title field (e.g. "Support Worker", "Support Coordinator", "Team Leader") is separate and is just a label for display purposes.
| Role | Permissions |
|---|---|
| Company Admin | Full access to all modules, settings, billing, staff HR records, reports, compliance, payroll, and integrations |
| Staff | View their own shifts, clock in/out, write progress notes, view assigned participant care plans, access messages. Cannot see other staff pay rates, invoices, billing settings, or organisation-wide reports. |
Use the Position field (e.g. "Support Coordinator", "Registered Nurse", "Team Leader") to differentiate job functions within your team. These labels appear on profiles, timesheets, and payslips.
The Staff Profile
Click any staff member's name to open their profile. Tabs include:
- Overview — Employment details, upcoming shifts, recent activity
- Compliance — Certificates, licences, and training records with expiry alerts
- Availability — Weekly availability schedule for rostering
- Leave — Leave requests and balances
- Timesheets — Hours worked per pay period
- Documents — Contracts, tax forms, ID documents
Setting Staff Availability
1
Open the staff member's profile → Availability tab.
2
Click and drag on the weekly grid to mark available time slots, or click "Set Regular Availability" to define recurring weekly patterns.
3
Click "Save Availability". The rostering tool will warn you if you try to assign a shift outside these hours.
Staff members can update their own availability from the mobile app. Any changes are reflected immediately in the rostering view.
Deactivating a Staff Member
When a staff member leaves, deactivate rather than delete their account. Deactivated accounts:
- Cannot log in to Plannor
- Are hidden from new shift assignment
- Retain all historical shifts, notes, and payroll records
Go to Staff Profile → ⋯ Menu → "Deactivate". Enter a leave date and reason.