Employee Master and Shifts
Employee Master
How to open it: Employees › Employee master
Everyone who works at your stores. The list shows each person's store, name, gender, phone number, salary, address, whether they show in billing, whether their login is active, and whether they're active. The list opens showing active employees only; clear the Is Active filter to see people who have left too.
Adding an employee
- Click Create new employee.
- Fill in:
| Field | What to enter |
|---|---|
| Store | Where they work |
| Role | Their job role — roles are managed in Settings › Back Office › Employee Roles (or click Manage roles under the field) |
| First name / Last name | Their name |
| Gender | Male or Female |
| Phone number / Address | Contact details |
| Hire date | When they joined |
| Leave day of week | Their weekly day off |
| Show in billing | Tick if the cashier should be able to pick this person on a bill (for example, stylists and therapists) |
- Click Save employee.
Back in the list, click Rights on their row to give them a login and permissions.
To change details, click a value in the list and change it — you can change several rows, and changed cells stay highlighted — then click Save changes (or Cancel changes to undo). Login Active? can't be changed here; use Rights. When someone leaves, untick Is Active rather than deleting them, so their past sales stay in your reports.
Adding many employees at once
Open More and choose Bulk import. Click Download template, fill in one row per employee and save it as an .xlsx file. Then choose the Store they work at and upload the file. Everyone in the file is added to that store, and you go back to Employee Master when the upload finishes.
To add or change job roles, open More and choose Manage roles.
Rights (logins and permissions)
Click Rights on an employee to decide how they sign in, what they're allowed to do and which stores and pages they can open. Changes apply the next time they sign in. An inactive employee can't sign in anywhere, whatever is switched on.
Logins
The Sign-in section holds one login that the employee uses for the Back Office, SimplePOS and the apps.
| Setting | What it does |
|---|---|
| Login ID | Letters and numbers only; your business name is added after it automatically, and the employee signs in with the full ID shown. Once created, the Login ID can't be changed |
| Password / New password | At least 6 characters. Saving a new password signs them out of every device |
| Email for reports | Their own mailbox. Scheduled report emails go here, never to the login ID |
Under Where they can sign in, switch on each place they may use:
| Setting | What it does |
|---|---|
| Back Office | This website, on a computer or phone. Turning it off signs them out straight away |
| SimplePOS | Billing on the store's computer |
| Invoay Pocket app | Reports and approvals on their phone |
| 🔑 Attendance app | Check in and out from their phone. Shown if you have the Attendance App feature |
| 🔑 Barcode Wizard | Print barcode labels. Shown if you have the Barcode Wizard feature |
| 🔑 Order management | Handle online orders. Shown if you have the Order Management feature |
| 🔑 Wabixo | Shown if you have Wabixo. Lets the employee open Wabixo straight from SimplePOS without signing in again, and gives them a Wabixo user the next time your employees are sent to Wabixo. Switch it off to take their Wabixo access away |
| Two-step sign-in | Asks for a one-time code as well as the password. Recommended for managers |
What they can do at the billing counter
Under Billing permissions (leave these off unless they need them):
| Setting | Allows them to… |
|---|---|
| Return a whole bill | Cancel a bill and reverse its payment |
| Return items on a bill / Exchange items | Take back, or swap, single services or products |
| Edit a saved bill | Change items, prices or payment after billing |
| Change a pending amount's due date | Change when a customer will pay what they owe |
| Back-date expenses | Pick the date when adding an expense (SimplePOS 1.47.3 and later) |
Other settings
Under Role and responsibilities and Attendance:
| Setting | What it does |
|---|---|
| Role | Their job role, used to group staff in reports and incentives |
| Power user | Opens every Back Office page and every store, like the owner. The page and store lists are ignored while this is on |
| Manager / day-end user | Close the day in SimplePOS and see manager-only screens |
| Takes bookings | Shown to customers when they book online, and in the appointment book |
| Appointment reminders by SMS | Texts them before each appointment they're booked for |
| Daily sales summary on WhatsApp | A free end-of-day summary of their sales |
| Export owner-only reports | Let them download reports that are normally only for the owner, such as your full customer list. Every change to this is logged. Only switch it on if you fully trust them with your data |
| Check in from / Check out from | Their store, or Another location for staff who work at clients' homes or events |
| EasyTime Pro employee ID | Their ID on your EasyTime Pro biometric device, if you use one. It must be unique among your active staff |
What they can see
- Stores – which stores' data they may see in the Back Office and the apps. Use Select all or Clear to tick quickly.
- Back Office pages – tick the menu items they may open. Pages that aren't ticked are hidden from their menu; if they open one anyway, they'll see "You are not authorized to access this page".
- Pocket app screens – screens they may open in the Invoay Pocket app (version 2.9 and later).
- SimplePOS screens – which screens they may use at the billing counter (SimplePOS 1.36.7 or later).
The Scheduled reports section lists the report emails they receive or have set up; manage those from each report's Schedule email button.
Click Save changes.
💡 Give each person only what they need. A stylist rarely needs Profit and Loss; a store manager probably does.
Employee Shifts
How to open it: Employees › Employee shifts
Set each person's regular In Time, Out Time and Weekly off. Click a value and pick the new one — you can change as many people as you need, and changed cells stay highlighted — then click Save changes. Nothing is saved until you do. Only active employees are listed.
These timings are used in your attendance reports to compare when people were expected with when they actually checked in and out.
To change someone's hours for a single date, or mark a leave, click Day wise schedule. Choose the Date, change the Start Time, End Time or Status (Working, Leave, Special Leave or Weekly Off), and click Save changes before you choose another date. This only changes that one date; the regular shift stays as it is.
The roster and SimplePOS
The days you save in Day wise schedule are your roster: the plan for each person, one day at a time. Your store managers can also plan the roster at the billing counter, on the Roster screen in SimplePOS, with shift times, week offs and leave. It's the same roster in both places:
- A day planned in SimplePOS shows in Day wise schedule and in the roster reports below.
- A day you save in Day wise schedule goes to SimplePOS too.
- Each person has one plan per day, whichever place it was set in.
Things to know:
- SimplePOS only sends the roster for stores where you've switched it on. Open Settings › SimplePOS Billing Counter › POS Settings, choose the store, tick Is Enabled on the setting whose description says SimplePOS uploads the employee roster to the cloud, and click Save changes. Then restart the billing counter.
- Only the days that are actually saved count as the roster. The regular In Time, Out Time and Weekly off above aren't sent to SimplePOS, and a date nobody saved shows as Not set in the roster reports, even if it falls on the person's weekly off.
- SimplePOS has no special leave. A Special Leave you save here shows as a leave at the billing counter.
- On a day with no roster, the person simply follows the store's normal hours.
💡 To see the roster, use these reports: Roster, Leave and Week Off Summary, Roster Against Attendance and Appointments Outside Roster. They only show the roster; to change it, use Day wise schedule or SimplePOS.
Roster
How to open it: Employees › Roster
See who works when. Each row is one active employee and each column is one day, so you can answer "who's in on Saturday?" without calling the store.
Choosing the days: the page opens on this week, Monday to Sunday. Pick This week, Next week, This month or Next month in Period and the roster loads straight away. Or choose your own Date From and Date To (Period changes to Custom dates) and click Show roster. Future dates are fine. You can see up to 31 days at a time; if you pick more, Date To is moved back so you see 31 days starting from Date From, and a note tells you.
| Column | Meaning |
|---|---|
| Employee | Every active employee shows, even with nothing planned |
| Location | The store the employee belongs to |
| One column per day (for example Mon 16 Nov) | What's planned for that person on that day (see below) |
What each day shows:
| You see | It means |
|---|---|
| 10:00 - 19:00 | They work that day, between those times (24-hour clock). 24:00 means until midnight |
| Working | They work that day, but no hours were given |
| Week off | Their weekly day off |
| Leave | On leave |
| Special leave | On special leave |
| Not set | Nothing was planned, so they follow the store's normal hours. It doesn't mean they're absent |
💡 To see one store, pick it in the box under Location. To find who's off on a day, type "off" or "leave" in the box under that day. Use the export button to save the roster as Excel and share it with your team.
Everyone shows Not set? No roster has been planned for those days. Check that the store plans the week on the SimplePOS Roster screen and has roster sending switched on (see The roster and SimplePOS), or set the days in Day wise schedule. A change made at the store shows once SimplePOS has synced; click Show roster again.
Leave and Week Off Summary
How to open it: Employees › Leave and week off summary
For each active employee, count how many days in your dates the roster marks as working, week off or leave, and how many hours they're rostered to work. Handy for checking leave before you work out salaries.
Choose Date From and Date To and click Show summary. The page opens on the whole of this month, from the 1st to the last day. You can pick future dates to check a roster you've planned ahead, up to 366 days at a time.
| Column | Meaning |
|---|---|
| Employee / Store Location | Who, and the store they belong to. Every active employee shows, even with no roster |
| Working days | Days the roster marks as working |
| Week offs | Days the roster marks as a week off |
| Leaves | Leave and special leave days together |
| Special leave | Just the special leave days. They're already counted in Leaves |
| Not set days | Days with no roster (or left on Not set). The person follows the store's hours, so these aren't counted as working, off or leave |
| Rostered hours | The shift times of the working days added up. For example 10:00 - 19:00 is 9.0 hours, and 10:00 - 19:30 is 9.5 hours |
The totals at the bottom add up every row that matches your filters. Working days, Week offs, Leaves and Not set days together make the number of days in your dates.
Common questions:
- A regular weekly off isn't counted. The Weekly off on Employee shifts is only a suggestion until a roster is saved for that date. Save the day in Day wise schedule or in SimplePOS and it counts as a week off.
- Working days show but Rostered hours is 0. Those days were saved without start and end times, or with an end time that isn't after the start (for example 11:00 - 08:00 when 20:00 was meant). Fix the times in the roster.
Appointments Outside Roster
How to open it: Employees › Appointments outside roster
Find bookings given to someone on their week off or leave, or at a time outside their rostered shift, so you can move the booking or change the shift before the customer arrives. It's worth checking every day or two.
Choose Date From and Date To and click Show appointments. The page opens on today and the next 30 days. You can pick past days too, up to 366 days at a time. Each row is one appointment for one employee, earliest first.
| Column | Meaning |
|---|---|
| Date / Time | When the appointment starts and ends, for example 12:00 - 13:00, in the store's time |
| Appointment | The appointment number, for example #31345887 |
| Customer | Who booked |
| Services | The services this employee does on the appointment, listed together on one row |
| Employee | Who does the services. If a service has no employee of its own, the appointment's employee is used |
| Store Location | Where the appointment is booked |
| Rostered shift | The employee's roster for that day, such as 10:00 - 19:00, Week off, Leave or Special leave. If only one end of the shift is set, it reads From 09:00 or Until 18:00, and only that end is checked |
| Reason | Why the booking doesn't fit (see below) |
| Reason | It means |
|---|---|
| Week off | The employee is rostered off that day |
| On leave | The employee is on leave or special leave that day |
| Starts before shift | The appointment starts before the shift starts |
| Ends after shift | The appointment ends after the shift ends |
| Outside shift | The appointment starts before the shift and ends after it |
Good to know:
- Days with no roster are never listed. On those days the employee follows the store's hours, so there's no shift to compare with.
- The whole appointment time is compared, from its start to its end, not each service on its own. An appointment with three services by the same person is checked as one block of time, and if another person does the last service, the appointment's end time still counts.
- A shift that ends at or before its start, such as 21:00 - 06:00, is read as running past midnight. If a shift looks wrong (for example 21:00 - 18:00), fix the roster and click Show appointments again.
- Deleted appointments and removed services are left out.
💡 To fix a row, move the booking to another time or person in SimplePOS, or change the roster (in SimplePOS or Day wise schedule) so the shift covers it. Click Show appointments again once SimplePOS has synced.