Staff Management
Keep your team records accurate so planning, compliance, and reporting all work properly
The Staff Directory is where you manage your team's records. Every person who works on the course lives here, and their data feeds into planning, attendance, skills, and reporting across TurfWise.
Staff Directory showing team list with filters and weekly insights
This article refers to a live TurfWise screen. Media is omitted here so the written steps stay current across releases.
What this page does
The Staff Directory shows all your team members in one table. You can search, filter, and sort the list, and each person's row shows their role, status, tenure, contracted hours, and any risk flags.
At the top, you'll find weekly insight cards showing estimated wage cost, average cost per hour, utilisation percentage, and planned absences for the current week. These update automatically based on your staff and task data.
When would you use this?
- You need to check who is available today
- A new starter is joining and you need to add them
- You want to see which staff have expiring qualifications, overdue reviews, or upcoming absences
- You need to update someone's role, status, or contract details
- You need to export staff data to CSV for payroll or reporting
How to use the Staff Directory
Open the Staff Directory
Go to Work > Staff or open /staff directly. You'll see your full team list with weekly insight cards at the top.
Check the weekly insight cards
Before doing anything else, scan the four cards at the top: Wage cost, Avg cost/hr, Utilisation, and Absences planned. If utilisation is at 0% or showing red, no work has been assigned to staff this week.
Use filters to find who you need
You can filter by status, department, role, or use the search box to find someone by name, employee number, email, or phone number. There are also two quick-filter buttons: Available today (shows active staff only) and Has risk (shows only staff with flags).
Open a staff member's profile
Click any row to open that person's full profile. From there you can view and manage their details across several tabs.
What are risk flags?
Risk flags appear as small coloured badges next to a staff member's name. They tell you at a glance who needs attention. The flags are:
- Qual expiring -- a qualification is close to its expiry date
- Review overdue -- their performance review is overdue
- Probation -- they are on probation
- Approvals -- they have pending approval requests
- Training -- they have training planned
- Absence -- they have an upcoming absence logged
Use Has risk as your daily starting point
The "Has risk" filter button is the quickest way to find staff who might affect rota coverage, compliance, or your reports. Start there each morning.
How do I add a new staff member?
Click the Add Staff Member button in the top right, or go to /staff/new.
You must fill in these fields before you can save:
- Full name
- Employee number
- Email address
- Start date
After those, fill in role, department, contracted hours, holiday allowance, pay details (salary or hourly rate), overtime rules, and emergency contact information.
Defaults are pre-filled
Role defaults to Assistant Greenkeeper, status to Active, contracted hours to 40, and holiday allowance to 28 days. Change these if they don't match the new starter.
What's inside a staff member's profile?
When you open a staff member's profile at /staff/[id], you'll see a tabbed layout. Here's what each tab does:
- Overview -- personal details, employment details, current status, and quick stats at a glance
- Qualifications -- add certificates with expiry dates and remove anything no longer valid
- Skills -- keep their skills matrix levels current so planning reflects who can do what
- Schedule -- check their assigned shift pattern and availability
- Time Entry -- view and edit clockings and hours when corrections are needed
- Performance -- see recent ratings and performance history
- Documents -- upload files such as certificates, contracts, or training records
Credentials information (login details and access) is managed from within the Overview tab, not as a separate tab.
How do I edit someone's record?
Click the pencil icon on the staff list row, or open the profile and use the edit controls. You'll be taken to /staff/[id]/edit.
When updating records, follow this order:
Update status and role first
If someone has moved to a new role or their status has changed (for example from active to on leave), set that first.
Confirm contract and pay fields
Check contracted hours, salary or hourly rate, and overtime settings.
Save and verify
Save your changes, then reopen the profile to confirm the values saved correctly.
Status changes affect visibility across TurfWise
Changing someone's status to on_leave, sick_leave, training, or terminated affects how they appear in planning, attendance, and daily views. Update status as soon as it changes in real life, not at the end of the week.
Batch actions
You can select multiple staff members using the checkboxes in the table. When you do, a batch action bar appears at the bottom with two options:
- Export CSV -- downloads the selected staff records as a CSV file
- Delete -- permanently removes the selected staff records
Batch delete is permanent
Before you batch delete, make sure the records are not needed for historical audit or reporting. There is no undo.
Common problems and fixes
- Utilisation shows 0% -- no tasks have been assigned to staff for this week. Go to Work Planning and assign tasks.
- Risk flags not showing -- the KPI data takes a moment to load. If filters are applied, risk flags only show for matching staff.
- Can't see salary column -- salary data is only visible to admin, head greenkeeper, manager, and owner roles. Other roles won't see this column.
- Filters not working as expected -- check the active filter tags shown below the filter bar. Click the X on any tag to remove it, or use the Clear button.
Good habits that prevent issues later
- Update status changes on the day they happen, not at the end of the week
- Check the "Has risk" filter every morning so you catch expiring qualifications and overdue reviews early
- Keep employee numbers consistent with your payroll system
- Fill in emergency contact details for every staff member, not just new starters
- Export staff data monthly for your own records
Where does this data go?
Staff records feed into nearly everything in TurfWise. Task assignment uses your staff list. Attendance tracking relies on accurate status. Skills matrix reads qualifications from staff profiles. Weekly and committee reports pull staffing data. If your staff records are out of date, those downstream pages will be unreliable.
Where to find it
Open Work > Staff (direct link: /staff).
The staff area also includes these pages via the navigation bar:
- HR Compliance:
/staff/hr-compliance - HR Updates:
/staff/hr-updates - Skills Matrix:
/skills-matrix - Performance:
/performance - Attendance:
/performance/attendance