Staff Information

Staff cards hold the core details Wageloch uses for rostering, timesheets, payroll setup, and employee administration. This page explains how to create cards and maintain the key sections.

Open a staff card

1. Sign in to Wageloch.
2. Open Staff from the top menu.
3. Select an employee name to open their card.

If you operate across multiple sites (for example with Central Payroll), use the location selector to switch between staff lists.

Create a new staff card

1. Open Staff.
2. Select Create.
3. Enter required personal details.
4. Complete relevant card categories.
5. Select Done to save.

For faster setup, you can send a digital onboarding link at creation time. See Onboarding.

Add a profile picture

1. Open an existing or new staff card.
2. Select the upload icon in the profile area.
3. Choose an image file.
4. Adjust crop/zoom as needed.
5. Confirm to save.

Profile pictures can appear in rosters, timesheets, and Org Chart.

Personal information fields

Staff card categories

Rostering

• Set the employee's Department assignment where departments are used.
• Configure warning controls such as hours-per-roster and shifts-per-roster limits.
• Set minimum rostered hours where required.

Payroll

• Assign the employee Pay Group.
• Assign Pay Levels where configured.
• Salary employees may require contracted-hours configuration.

Rates

• Set Base Hourly where applicable.

• Configure Optional Entitlements and Allowances where supported.
• Add recurring allowances or deductions when required.

Options

This section contains employee-level controls.

• Do not show when confirming hours: Hides the employee from timesheet confirmation/finalisation views.
• Do not create timesheets in payroll system: Records roster/timesheet hours, but does not include this employee in payroll export.
• Do not show on payroll reports: Excludes this employee from payroll reports in Reports.
• Exclude from budgets: Hides the employee's hourly/shift costs from budget views.
• Does not clock in or out: Hides the employee from time kiosk clocking lists.
• Do not show on printed roster: Excludes the employee from printed roster output.
• Clock on using password: Allows password clocking when biometric clocking is not suitable.
• Only Admin users can see this staff member's rates: Restricts rate visibility for non-admin users (see Users and Security).
• Import KM from Mobile App when confirming hours: Imports travel distance data from Log Book during timesheet confirmation.

Qualifications

If Qualifications are enabled, maintain expiry and credential details.

Leave and accruals

• Configure per-employee leave template settings where needed. See Leave Templates for more information and a roster-based option.
• View and update accrual balances manually when required.

Other

• Start Date: should always be set so staff appear correctly in rostering and timesheets.
• Termination Date: ends active employment visibility from the chosen date.
• Display Name: can show a preferred name in operational views without changing payroll legal naming.

TFN, bank, and super details

These details are typically gathered and confirmed through digital onboarding. See Onboarding.

Terminate a staff member

1. Open Staff and select the employee.
2. Open the Other section on the staff card.
3. Enable Terminate On.
4. Enter the termination date (and optional reason).
5. Select Done to save.