# Staffcloud Support ## Documentation # Wage Types and Wage Profiles - Overview Staffcloud distinguishes between wage types and wage profiles. Additionally, surcharges can be configured. **A wage profile can consist of one or more wage types.** For example, an employee can receive the following wage components (**= wage types**) during a shift: - Hourly wage - Mileage allowance - Expense reimbursement - Night surcharge - Sunday surcharge - Holiday surcharge These different wage types are bundled into a wage profile. How to create wage types can be found here: How to create wage profiles can be found here: Configuration of Wages | Wage Profiles How to increase individual wage types in a profile (e.g., in case of minimum wage increase) can be found here: Wage Increase - Adjustment in Staffcloud # Staff Planning Key # Projects Overview Overview of projects and planning progress, usage of filters, action buttons and tabs ## **Projects Overview** In the Projects overview, you will find your **active projects and events** with different columns - by default for the period from last month. You can see the date, time, location, customers, the name of the planner, the number of registrations, as well as the planning progress (in numbers as well as in the bar) and the number of open positions. You can**pin** particularly important projects at the top by clicking on the pin icon: ![](https://support.staff.cloud/kb/attachment/article/140/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0NjAiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.f4-mXzRMD8tx33hs3T3LVdTp7zFEfGY9GHSleFsCjXQ) You can also give your projects**tags** to categorize or filter them: ![](https://support.staff.cloud/kb/attachment/article/140/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0NjEiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.z0xDVKCh3sV38XQWkBIJp64lBAmHXHLOkd29vhEFRRw) [​](https://support.staff.cloud/en/support/solutions/articles/44002637280)**[​](https://support.staff.cloud/en/support/solutions/articles/44002637280)** To create a new project, use the "**Add new project**" button. In the tabs **Drafts, Aborted, Archived** you will find the projects with their respective statuses (not active). - In the Drafts, you'll find projects that you've started creating but haven't been activated yet. - In Aborted, you will find projects that were aborted before they change to the archived status - Under Archived you will find all projects that have been archived The various **filters**allow you to reset the timeframe of displayed projects and filter by location, client, planner, or tags. Filters set here will remain saved/cached in the browser so they don´t need to be set each time With the **search function**, you can search full text for project or event names. ![](https://support.staff.cloud/kb/attachment/article/140/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0NjIiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.FKgQ0PoHLdAyRJ_bpxpSFMwJBSdJkkFBKD0yYU_DTK4)In the "Enrolled" column, you might also see numbers in green or in red:![](https://support.staff.cloud/kb/attachment/article/140/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0NjMiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.U3xFpKcOGr8_UELz3XRS4Sx4PqMWaB1R9mWrGzmdJ2A) ![](https://support.staff.cloud/kb/attachment/article/140/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0NjQiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.ScDUH_PwJsevd27Ei7ZjS9FJdx-Pipd0Yp6UrO7AV9Q)![](https://support.staff.cloud/kb/attachment/article/140/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0NjUiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.gljdyEJQMgQJwMfbevp4ELmFPHFXMyJRwUJfqIQW2no)These numbers indicate the amount of applications / withdrawals of applications since the last time you entered the staff planning page of this project or event. From projects overview, you can switch **directly to staff planning** by clicking on a project´s or event´s name. By selecting one or more projects or events, you can use the **action buttons** below to switch either to editing or to the various staff planning tabs. Use the **3 dots** next to the buttons: ![](https://support.staff.cloud/kb/attachment/article/140/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0NjYiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.V27J1vMUVz81pKw4abOiq8rj0VjXfX5a5SiCjojZsGM) You can also use the 3 dots next to the project/event name to set various actions: ![](https://support.staff.cloud/kb/attachment/article/140/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0NjciLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.rPGHMa6wQH7rfskYfFo3p3VwM0FY1Gp7vlG5Na-vmGA) **** **Related articles:** [Projekte-Events-Funktionen](https://smartbridge.bolddesk.com/de/kb/article/141/projekte-events-funktionen) [Erstellung eines Projekts](https://smartbridge.bolddesk.com/de/kb/article/36/erstellung-eines-projekts) [Tags erstellen für Projekte, Mitarbeiter und Bewerber](https://smartbridge.bolddesk.com/de/kb/article/13/tags-erstellen-für-projekte-mitarbeiter-und-bewerber) [Absage eines Projekts oder Events - Projekt abbrechen](https://smartbridge.bolddesk.com/de/kb/article/40/absage-eines-projekts-oder-events---projekt-abbrechen) [Abbrechen, Löschen oder Archivieren?](https://smartbridge.bolddesk.com/de/kb/article/145/abbrechen-löschen-oder-archivieren)[​](https://support.staff.cloud/en/support/solutions/articles/44002524636)**[​](https://support.staff.cloud/en/support/solutions/articles/44002524636)** # The Team Leader App: Functionality and Usage Using the Team Leader functionality requires the **“Team Leader” add-on** and is not available by default. If you are interested in this add-on, please contact **support@staff.cloud**. The Teamleader function is a special function that you can assign to any regular event function (ex: shift leader, service leader, station leader, etc.). #### Team Leader App functionality The Team Leader App provides: - Planners with mobile access to Staffcloud and an overview while on the go. - The option to designate one or more employees as team leaders. These employees can then: - log in to the Team Leader App using their regular login credentials and view the employees assigned to the event or project, including their phone numbers and a direct call option - access the event/project QR code for check-ins - check employees in and out or mark them as **“on time”** or **“no show”** - view employees’ pre-check-ins, if this functionality is enabled - propose working times that differ from the recorded check-in and check-out times - view employee absences, if permitted in the configuration - rate employees after an assignment, if permitted in the configuration For information on how the Team Leader App looks and works for employees, see: [Teamleader App for employees](https://support.staff.cloud/en-US/kb/article/88/teamleader-app-for-employees) For information on how to enable ratings in the Team Leader App, see: [Configuring ratings and rating criteria](https://support.staff.cloud/en-US/kb/article/116/configuring-ratings-and-rating-criteria) #### Accessing the Team Leader App as a planner Planners can access the Team Leader App directly from their account. The option is available in the top-right corner under the planner’s name. ![](https://support.staff.cloud/kb/attachment/article/59/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE4NDciLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.pd9t62_GrgILPfrVZVJaQceJI6KFFiqPOFONydReAIs) When accessing the Team Leader App as a planner, the following additional information is visible that employees assigned as team leaders cannot see: - Employee tags - Assignment notes All other Team Leader App functionality is also available when accessing it with a planner account. #### Assigning employees as team leaders Employees can be assigned as team leaders either at **event level** or **project level**. **Team Leader at event level:** The team leader can only see employees assigned to the same event and can use the Team Leader App functionality for these employees. **Team Leader at project level:** The team leader can see all employees assigned to the entire project and can use the Team Leader App functionality for them. There are two ways to assign employees as team leaders: ##### Assigning employees to a Team Leader function You can create one or more functions that automatically grant employees assigned to them access to the Team Leader App. Under **Configuration → General Settings → Value Lists**, you can find the list of available functions. If the **“Team Leader”** module is enabled, two additional checkboxes are available for functions: - **Grants Team Leader role at event level** – the team leader can see all employees within the event. - **Grants Team Leader role at project level** – the team leader can see all employees within the entire project. ![](https://support.staff.cloud/kb/attachment/article/59/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE4NDgiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.AyVKpXrE6C6-_EsL0ndNBzr1G8iyp-6fJpMn6858jfs) For functions configured with a Team Leader role, this special role can be disabled during event creation under **Advanced Options** or subsequently for existing events via **Edit Event/Team**. The Team Leader role can also be added to any function when creating or editing an event function under **Advanced Options**. ![](https://support.staff.cloud/kb/attachment/article/59/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE4NDkiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.ygYQWfv5iKPODN9lmKIRlGIfjXqxxkZr104Wcixw8hI) Inviting and assigning employees works in the same way as usual for planners. Functions that include a Team Leader role are highlighted with a **green background** in Staff Planning. ![](https://support.staff.cloud/kb/attachment/article/59/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE4NTAiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.JrloaRKZSTRXzrjofagei-T4l666M24vsFqgKiuFDOY) ### Assigning individual employees as team leaders In some situations, you may not want to create a separate function for team leaders because the team leader role is performed alongside another function. Once an employee has been assigned, you can use the context menu to assign them either of the following roles: - **Team Leader Event** - **Team Leader Project** **![](https://support.staff.cloud/kb/attachment/article/59/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE4NTEiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.Or7HcdwFF70L9UGjHsrlwsjGsXLPX7E8lmGZjznqSic)** Employees who have been assigned an individual Team Leader role are marked with a **blue or green bar above their name** in Staff Planning. ![](https://support.staff.cloud/kb/attachment/article/59/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE4NTIiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.Y3IjkIqQKieQSza19RXICrQ6I-lLu5KkreXPcXd3DQY) ## Data from the Team Leader App in the planner view The QR code available in the Team Leader App and the option for team leaders to check employees in and out allow team leaders to submit time tracking data to the **Timestamps** tab. This means that employee check-ins remain traceable. In the details, planners can see whether a check-in was performed by a team leader and which team leader recorded it. If a team leader submits working times that differ from the recorded check-in and check-out times, these are displayed in the **Work Data** section. # Projects, Events & Functions Explanation of Projects, Events & Functions and their hierachy ## Project Structure    The hierarchy within projects in Staffcloud can be interpreted in different ways. It is therefore important to know the underlying structure. Please find an example for the simplified structure of a project below. ![](https://support.staff.cloud/kb/attachment/article/141/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0NjgiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.BJUGnJde6gOXw5rm76JDyRl1qCYINSXW9YWbj884C_I) ## What is a project? A project is something akin to a folder filled with different bits of information pertaining to the events or functions it contains. This information can either be shown only to planners, or seen by employees as well.A project can be an organised event, a work project, or a work shift which takes place over any given period of time. It contains information such as the name and type of project you would like to implement.In the planner view, this information is divided into 2 columns.In the lefthand column, you can find the project’s basic data, such as its name, as well as the customer, contact and planner. The system sets these as basic data points, however only the project name is mandatory, while customer and contact can be left empty. The righthand column shows the project details. These are entirely customisable. You can find out more about how to do this here: [Formulare und deren Anzeige](https://smartbridge.bolddesk.com/de/kb/article/55/formulare-und-deren-anzeige) ![](https://support.staff.cloud/kb/attachment/article/141/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0NjkiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.ZwHvulykyZg9jPjZkX1P1gxp0x3dXTeVIVGFhAxLpJc)The project itself does not contain data such as dates, times or locations. This information is configured for the individual events within the project and is automatically summarised on the project level. ![](https://support.staff.cloud/kb/attachment/article/141/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0NzAiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.yvLjBQU5d2njsKN1bdwHguWc4Q9Y4uJrliAjW32yoW0) In addition, a project itself does not have a status, as a status can only be given to the events within the project. Thus, the same project can be displayed in the tabs Active, Archived, and Draft. If a Project comprises Events which do not have the currently selected status, this is shown below the project name when events are expanded. By clicking on the text (e.g. ‘2 active events’ as shown here), you are directly sent to the events with this status.![](https://support.staff.cloud/kb/attachment/article/141/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0NzEiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.tkX1OYIeLqlNKQBtaK-4IX1kbchcWHKzufqrEZRgKeE) ## What is an event? An event always forms part of a project.It is defined by date, time and location. This information is used by employees as a marker for their shift/assignment.The event time can be overridden by entering a function time, as can the location. What matters for the assignment – and the assigned employees – is the information given at the lowest level.This means that if nothing is entered at the function level, an employee’s assignment time can be identical with the event time. ![](https://support.staff.cloud/kb/attachment/article/141/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0NzIiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.5qVhpyXkl02XJ1Or083T2OhSWFxX8rzf1v2A8q_Z8LQ) ## **Event function** Event functions denote the actual jobs taken on by your staff members. They define an employee’s assignment. An event can contain one or more event functions, which taken together form a ‘team’.Each event function has a name and can be given a different time and location to the event.    ![](https://support.staff.cloud/kb/attachment/article/141/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0NzMiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.4zuGeWGbDT9en-iYhd2kHtyCNpw7ovG7WRA09XppnAE)In the example above, a function (shift) has been created for every event (each assignment day).The first function in the event on 22/03/2022 contains a time (function time) as well as an assignment location which both differ from the time and location on the following days. Overriding the event time or location via the function can be used to make assignments more precise. Thus, with several people working at the same event, a team lead is told to start work 30 minutes before their team, and the logistics crew knows to meet in a different location.To create an event function, 2 data points are required. The first one is the Type of Event Function – or simply ‘Function’ – and describes the assignment type.  It can be selected from the previously defined list of functions.  Secondly, the Number describes how many employees are required for this event function.In addition, the event function can be further defined by a description. This can help in distinguishing between event functions of the same type.Once an event function is created, it is automatically allocated to a shift.  Event functions which have been created simultaneously (for several events) are thus added to the same shift. A shift describes the ‘same’ job in different events, such as an event function which takes place from 8AM-12PM and is repeated daily (for one event per day), i.e. a morning shift. When planning assignments, shifts can be used to easily select and create assignments.If nothing further has been configured, staff members are invited to functions. This means that they can directly apply for the associated assignments. ![](https://support.staff.cloud/kb/attachment/article/141/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0NzQiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.y536FKcLZuNjmpsHc1Dg6qJxq6D3I74xdJ5QXhpUdBc) # Calendar Planning Mode # Creating a Project How to create a project with events and functions Creating a project requires four steps. The project itself can be seen as a type of ‘folder’ for the ‘events’ contained within it. The events are based on a location and date and can contain one or more functions, which staff members can be assigned to. A function is defined by the roles or shifts which individual staff members may take on. **Go to** - Creating a Project - Creating one or more events - Team # Creating a Project When clicking the button ‘Add new Project’, you can add a project name as well as further information.The data fields on the right can be customised according to your needs. You can add fields and, depending on your requirements, decide whether you would like to display them to staff members as well. ![](https://support.staff.cloud/kb/attachment/article/142/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0NzUiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.R1gTDQQCSBdt0DyOgvWKYAPL2sCtLFgt-DG7QShXfWE) ![](https://support.staff.cloud/kb/attachment/article/142/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0NzYiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.1Qk5sntjoOES6c7vtaTT48ku3dxwzFtcqJYiEoVOamI) # Creating one or more events In the next step, you create your events. - The date is chosen via a calendar in which one or more days can be selected.- With the Shift key, you can select a continuous time frame- Pick several single days by clicking on them individually- By clicking on the calendar week or the week days, you select the entire week or multiple week days in one go- The event time denotes the time frame in which all creatable events must lie- Depending on the shifts you may have on each day, it might make sense to display the general parameters of the event here.- The break time can be defined as a duration- The event or work location can be chosen via drag & drop- A new location can be added via the + sign![](https://support.staff.cloud/kb/attachment/article/142/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0NzciLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.tXNIKwS6wYjLyaUB8Y8aFdqDuwDyIfoKyNmnLXFgOtI)Once all data is entered, your event can be created. To do so, please click on the button ‘Create draft event and go to Team’.![](https://support.staff.cloud/kb/attachment/article/142/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0NzgiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.tk8x_idBoRCcNV7zj-9YKQOUcMtnO58zamMRxsUANXY)If several locations or dates, and therefore several events, are needed within the project, they can be created in different stages. # Team Events can be individually linked to functions (shifts or assignments). To do so, select all or certain events in the table.As soon as all necessary fields, i.e. ‘Function’ and ‘Number’ are filled in, the event functions can be created by clicking on the green button.![](https://support.staff.cloud/kb/attachment/article/142/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0NzkiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.CZipnwkTvHG1ljU4vrMWR-u0yVL3F01V3KqZqZ0DLFI) | Override Times | The individual work time for this assignment; if left empty, the event time will be used here. | | --- | --- | | Override Location | The individual work location for this assignment; if left empty, the event location will be used here. | | Override Wage Profile | Here, you can define individual wages for this assignment. If this is left empty, either the employee wage profile or the function wage profile is used here. | | Override Qualifications | Qualifications which have been defined in Settings can be overwritten here. | | Advanced Options | Here you can define whether staff members can see this function, or if there is a team leader | By clicking the button ‘Activate and go to invitation list’ underneath the box, you finish creating your project. By selecting "Activate and auto invite", all qualified employees will be atomatically invited to matching functions. "Continue later" will save the Project as draft. ![](https://support.staff.cloud/kb/attachment/article/142/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0ODAiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.lU0FVISf9eJpcIEzaC3vM4J247Qbg_Eh3r17Ap3BwBY) # Permissions The following authorizations are available in the Staffcloud system. The columns "User" and "Read-only" are a recommendation for the creation of "standard" users or read-only accesses. | **Permission** | **Remarks** | **User** | **Read-Only** | | --- | --- | --- | --- | | Read Employees | | Yes | Yes | | Modify employees | | Yes | No | | configure calendar presets & special dates | Configure settings for employee calendar | No | No | | see availability calendar | See employees' calendars | Yes | Yes | | Modify availability calendar | Change entries in the employees' calendars | Yes | No | | manage employee applications | | Yes | No | | activate / deactivate employee | | Yes | No | | delete employees | | No | No | | Read Clients | | Yes | Yes | | Modify clients | | Yes | No | | Read contacts | | Yes | Yes | | Modify contacts | | Yes | No | | See project management | | Yes | Yes | | Modify project management | | Yes | No | | abort events or projects | | No | No | | see staff planning | | Yes | Yes | | modify staff planning | | Yes | No | | Configure forms | define the structure of datafields and forms | No | No | | configure settings | | No | No | | configure collections | | No | No | | activity log | | Yes | Yes | | configure notifications | rewrite notifications | No | No | | Messages inbox | access to personal message box | Yes | Yes | | Reply to messages | send messages to employees | Yes | No | | Configure wages | | No | No | | manage work data Paysheets (edit, approve, revoke) | edit/approve worked times and wages | Yes | No | | re-open own work data pay sheets or time sheets | | Yes | No | | re-open any work data pay sheets or time sheets | | No | No | | create / update pay runs | | No | No | | delete pay runs | | No | No | | Export | export data | Yes | Yes | | export custom data | | No | No | | Manage export templates | create and edit export templates | No | No | | configure integrations | | No | No | | manage reporting forms | | Yes | No | | view data sync results | | No | No | | Run data syncs | | No | No | | Configure ratings | | No | No | | rate employees | | Yes | No | | list ratings | read employees' ratings | Yes | Yes | | configure work quotas | | No | No | | delete entities | delete availability requests | No | No | | configure and add new requests | create availability requests | Yes | No | | plan employees by availability | | Yes | No | | Manage planner accounts | | No | No | | manage planners roles and permissions | | No | No | | *Display own projects(discontinued)* | *limit planner to selected projects* | \* | \* | | *Modify own projects**(discontinued)* | *limit planner to selected projects* | \* | \* | | configure employees work quotas | | Yes | No | | change employees wage profiles | | Yes | No | | change wage profile in work data | | Yes | No | | access employee payslips | | Yes | No | | Manage ratings | edit exisitng ratings of other planners/teamleaders | | | \*Use these permissions interchangable with "see project management" and "Modify project management" in case the planner account should be restricted to a selection of projects. # Add Events to an existing Project How to add a new Event to an existing Project Even if a project has already been activated, one or more new events can be added at any time. This is done via the options at the end of the line with the project title. ![](https://support.staff.cloud/kb/attachment/article/143/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0ODEiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.F0RI6-TCYDo-rW4Jn4_0P55QKQRxiOIjbA-JrD76Ixs) The usual screen for creating new events will open and in a second step the functions (the team or the shifts) are created. ![](https://support.staff.cloud/kb/attachment/article/143/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0ODIiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.OlTFUfi1W0QKdDTDLNbIFj_5_0KONaWHUPhhrK0v7O4)Once the functions have been created, the 'Invite employee to event function' button automatically opens the invitation list in Staff planning. ![](https://support.staff.cloud/kb/attachment/article/143/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0ODMiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.Zj43l9F5wnmre71sgeKz5d-DZgvpONFrUP1XnttCczs) Alternatively, the screen for creating new events can also be accessed via the 'Add event' button within the event details. To call up the event details, select the desired events and click on the green “Edit events” button at the bottom of the screen. ![](https://support.staff.cloud/kb/attachment/article/143/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0ODQiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.NUWOOFk42ns3MVioXK4OPlgLssICbMpzn05hPMiAIKA) # Availability module - Overview The Availability module is a paid add-on. Please contact us at support@staff.cloud to activate it The Availabilities module offers the option of querying the days and times when employees are available for jobs without having to invite them to specific projects. In contrast to the classic query as to whether a person would like to take on a job, time slots and available days are queried here, usually in advance for a period of several weeks. The availability queries can be configured and sent out in the “Availabilities” menu item whenever the add-on is enabled: ![](https://support.staff.cloud/kb/attachment/article/62/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0MTMiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.Zd2UohzH41X4n4H9TrsCYqRZ7hsCsIe5cN7z_FUFGVM) By default, the overview shows current availabilities that have already been queried, as well as planned shifts and any absences that have been entered. If work quotas times have been entered, these are also displayed. The view can be customized using the filters and grouping options: ![](https://support.staff.cloud/kb/attachment/article/62/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0MTQiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.QPBte57A4dUmzgi3m-uNTlS7YTErHrOl9EfEoMNdX2Q) Employees who have reported their availability appear in the “Available” tab on the right-hand side of the staffplanning page. By hovering over the name of the employee, you can then see from the coloring whether an availability has been reported and whether this availability is for the entire assignment or only partially: ![](https://support.staff.cloud/kb/attachment/article/62/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0MTUiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.-rVeKFx1Ix3IOkrFkYsLbXTwWMcpadfsGn-NSUuyyds) # Duplicating Projects or Events How to duplicate events or projects You can find the 'Duplicate' function in Project Overview. Every project and event can be duplicated independent of status. Select the project or event and select the Duplicate option using the three dots menu next to the "Edit event" Button: ![](https://support.staff.cloud/kb/attachment/article/144/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0ODUiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.ydJyRS6zWwa3xAV7kTQHhJFmgu-ShVDjhAqVlpe1k2E) After clicking on "duplicate events" the following window opens: ![](https://support.staff.cloud/kb/attachment/article/144/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0ODYiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.GWMbsn0adv1TqoAOMqanp6wmOxBagDQfH4SeJMutmRs) You can either duplicate and create a new project (enter a name for the new project in "create project with name" section) or you can copy events from the duplicated project into an existing project (use search to find the project you want to copy the selected events to).
When a project is duplicated and neither options are chosen, the selected events will be copied into the original project
For a one-time event, you can also create a new project. Here, the option to copy events into an existing project is available as well. If you do not pick a destination for the new event to be duplicated to, it will be displayed as a single event in project management. The options include two check boxes. - 'Copy assigned and confirmed employees': This copies the assigned and confirmed employees from the event you want to duplicate and provisionally assigns them in the duplicated event. Invitees and employees who applied are not copied. - 'Copy planner': This copies all planners for the duplicated events respectively. **Date and Time** The event time can be adjusted by a minimum of 15 minutes at a time. If a day is chosen as the start date, Staffcloud updates the following dates based on the length of the original event. # Auto-invite functionality Once you have created a new project with an event and team, the planner can decide whether the invitations should be sent automatically or manually via the invitation list.
Image #1
Click on "Next step: Activate and send invitations" to activate the events and **send**the **invitations** to the relevant employees **in the background**. The three familiar special filters with the "Enforce" option are used for the automatic invitation: - Qualifications: Enforce - Availabilities: Enforce - Conflicts: Enforce The automatic invitation to the individual functions is only sent to those employees who are qualified, have no other assignments at the time of the new assignment and have not entered any absences in their calendar. After clicking on "Next step: Activate and send invitations", the planner is **redirected to the project overview**. As soon as the automatic invitations have been successfully processed in the background, the planner is **informed** of **how many employees have been invited**with a message on the right-hand side of the screen.
Image #2
As usual, you will find the list of invited employees in the invitation list. To learn more about the options of automated staffplanning please also read: [Automated Staffplanning](https://support.staff.cloud/en-US/kb/article/29/automated-staffplanning) # Archive, Delete or Abort? Learn about the different actions archive, abort or delete and what these actions lead to Usually there are two reasons to finish projects or single events. 1) Project/event is finished and shall be archived 2) Project/event is cancelled and shall be deleted For both options there can be found a functionality in Project overview, which appears when selecting a project or event. ![](https://support.staff.cloud/kb/attachment/article/145/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0ODciLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.rOs0uIV3zYC5mD0q-GB3n-M3Z0ZWiJ2wKd9WuAUO63Y) In principle, the purpose decides on their use: **Archive events** Archiving an event changes its status to Archived so that it no longer appears in the overview of active events. An event can be archived at any time. Employees do not receive any notification of this. Archived projects/events can be reactivated at any time. **Abort events** This action is only possible as long as a project/event is in the future.  The employees are unloaded from the event/project, if you wish the employees can be notified. In a second step, the event is sent to "aborted" projects tab. **Delete events** When the project/event is planned in the future, and no staff was invited or assigned yet, it is possible to delete it. It will be deleted from the system and no longer displayed in any project/event list. Read more: [Absage eines Projekts oder Events - Projekt abbrechen](https://smartbridge.bolddesk.com/de/kb/article/40/absage-eines-projekts-oder-events---projekt-abbrechen) # Availability module - Configuration To send out a new availability query, it must be configured in advance. This is done in the Availabilities - Configuration menu item: ![](https://support.staff.cloud/kb/attachment/article/63/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0MTYiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.B0NnySJnNdJSklbG7lGuCJIkjNA-tLFvN-vnGMK5-gI) Time slots, time slot groups and time slot categories can be created. A **time slot** refers to the period (the shift) that is to be queried individually or together with several other time slots (e.g. early shift, late shift, night shift) within a **time group**. When creating the time slot, the days of the week can be selected individually (e.g. Monday to Friday or Monday to Sunday) and the time frame of the shift can be defined. In addition, the time window can be assigned to a category and a group: ![](https://support.staff.cloud/kb/attachment/article/63/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0MTciLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.Zt5Fm97QqpszUne4PIgS7ElRoAco8xGAZe9-X0dIFAM) The time slot group consists of one or more time slots. The time slot group is then queried. ![](https://support.staff.cloud/kb/attachment/article/63/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0MTgiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.diAwkA4sCx08QE3B6GUbJnqJJSCjAQ4GvNvLJkVp87E) The time slot categories are relevant for configurable rules in the query; mandatory rules can then be defined for categories (e.g. “early”), e.g. at least one service in the early category must be selected by the employee. # Cancelling a project or event - Abort project If a project or event is aborted, and employees have already been invited or assigned to it, or their assignment has been confirmed, the feature “Abort Project/Event” can be used.It annuls the assignments of all assigned/confirmed staff members for this event or project, and rescinds the invitation for invited staff. The project is automatically moved to "aborted" tab, and the affected employees receive a notification that the assignment has been cancelled.An active project/event can now only be deleted when no interactions (such as invitations, assignments) with staff members have taken place yet. Archived projects can be deleted when no one was assigned or confirmed.Only future projects/events can be aborted. In project overview, the option " Abort event" can be found in the options at the right end of an event line for single events and after selecting multiple events in the additional options next to "Edit event" at the bottom of the screen. ![](https://support.staff.cloud/kb/attachment/article/147/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0ODgiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.NNXVm2J9pwIjs9K2I4vk5JiQQy1q5A9NsUX8A3fjUck) ![](https://support.staff.cloud/kb/attachment/article/147/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0ODkiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.CMUbFMvdpJLdh39Uc4y6q1UnzFxIYsLuITsGeUilAq0) Once you select Abort, you receive a warning asking whether you are sure you want to proceed:![](https://support.staff.cloud/kb/attachment/article/147/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0OTAiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.mTFyD00VNBtxAtKjgoiOodOVcRb6IO_P-t69ofh1urs)After confirming with “OK”, the events are aborted:- The invitation list is deleted- The assignments of assigned and confirmed employees are annulled- Employees receive a notification titled “Planner has changed assignment status”- The aborted events/projects are archivedPLEASE NOTE: Before aborting an event/project, we strongly recommend sending a personal message to the affected staff members to explain the reason for the cancellation. This can be done before confirming the cancellation via the checkbox "I would like to enter an additional comment for the notification."When a project or event is aborted, and no employees have been invited, assigned or confirmed yet, you can choose between “Delete project/event” and “Archive project/event”.Here is an overview of the different options available for cancelling, deleting, or archiving projects/events:If employees have been invited, assigned or confirmed:| | Archive | Abort | Delete | | --- | --- | --- | --- | | Date is in the future | yes | yes | no | | Date is in the past | yes | no | no |If no employees have been invited, assigned or confirmed yet:| | Archive | Abort | Delete | | --- | --- | --- | --- | | Date is in the future | yes | no | yes | | Date is in the past | yes | no | yes |What happens when a project is archived:- Invitation list and applications are deleted- The assignments of assigned and confirmed employees are saved - The project is archived and no longer shown in Staff Planning Archived projects/events can be re-activated at any time. # Planning assignments despite ignored or declined status Once employees are invited to an assignment, they can enroll by ‘applying’ in the app, or ‘ignore’ the invitation.   Planners can decline enrolled employees in Staff Planning for individual event functions, or for all filtered event functions.To include staff members with the status ‘ignored’ or ‘declined’ in Staff Planning regardless, some actions need to be taken by the employees and the planner.An employee applies despite having ignored the invitation:An employee can retrieve an ignored assignment and apply for it at any time.To see the assignment in the overview, they need to adjust the filter in the top righthand corner.![](https://support.staff.cloud/kb/attachment/article/18/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjExOTMiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.3fSnisc4veweAoRZ3GdmT8PqfsfhVRDDN9O44wCogPM)In the filter settings, the check box for ‘ignored’ must be checked to see ignored assignments again.![](https://support.staff.cloud/kb/attachment/article/18/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjExOTQiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.FOmcOMwsvIpQXkq1TsxZLkTrukVcyfkRYbbQIjWny3I)Once the new filter options are applied, ignored invitations are shown in the assignment list once again.![](https://support.staff.cloud/kb/attachment/article/18/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjExOTUiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.n93S6WzFO0fEgIrrLrnlWNdMPuOHtus5WEE-8fPcfbU)Now the staff member can apply for the ignored events:![](https://support.staff.cloud/kb/attachment/article/18/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjExOTYiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.xbYNAeNv38yYp59W-h7HkrZJ-29dernvyslPdTOa0zY)Planning assignments despite ignored or declined status:By default, only enrolled staff members can be seen in Staff Planning. Nevertheless, planners have the option to include employees who have ignored an invitation or who were declined by a planner.![](https://support.staff.cloud/kb/attachment/article/18/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjExOTciLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.WyTZoMUHzZS9sS5wiHeyd3o0wzHMQNXjgc-2TUVNOT8) ​Using the filter, staff members who have ignored an assignment or have been declined by a planner, can be shown in the list on the right side.Now the planner can also drag and drop those employees to the event functions. # Integrating phone and WhatsApp Find out how to provide employees with the contact details of a local manager or teamleader through the app so that they can contact this person with one click It is possible to provide employees with the contact details of a responsible person on site in the app so that the employee can contact the project or shift manager with one click. This can be done via the 'Call' app and WhatsApp. The phone number or WhatsApp contact can be linked in any 'Rich Text Editor' field, as well as in messages sent via Staffcloud. **Jump to** - Linking the telephone number for “click to call”: - Linking the phone number for “click to WhatsApp”: # **Linking the telephone number for “click to call”:** To link a phone number for a direct call by clicking on the link, proceed as follows: Click on the “Link” symbol in the send message editor: ![](https://support.staff.cloud/kb/attachment/article/148/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0OTEiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.2550F5K7a66ggWMVvG-oue5_gUR2tySvsH4jgwUMeQg) The link editor opens. Select the link type “Phone” and then enter the phone number of the contact person including the country code in the “Phone number” field: ![](https://support.staff.cloud/kb/attachment/article/148/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0OTIiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.9DgLW3daJ4ez9kJYbF_Xjt5AmFsHP6EEmmJ4YfB6YQA) Finally, click on “ok” and send the message. If an employee now clicks on the link in the app, the stored telephone number can be called directly. # **Linking the phone number for “click to WhatsApp”:** To go directly to a WhatsApp communication by clicking on the link (prerequisite: recipient has WhatsApp installed), proceed as follows: Click on the “Link” symbol in the editor: ![](https://support.staff.cloud/kb/attachment/article/148/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0OTMiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.vMOlVXU6wamqQm-olGcerytsBcW1px4Q7ZWOIpWp1uQ) Select the link type “URL” in the link editor. Select “https://” as the protocol. The URL to be entered is: wa.me/43664123456789 where after the wa.me/ the telephone number must be entered without 00 or + for the country code: ![](https://support.staff.cloud/kb/attachment/article/148/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0OTQiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.M_21YJdeWotlDtSt10BRX1OPGHZN4TbryJsjHVk05Pw) Finally, click on “ok” and send the message. If an employee now clicks on the link in the app, a chat opens in WhatsApp with the specified phone number. You can also link the phone numbers for calls or WhatsApp communication in a richt text editor field directly in the project information or event details # Availability module - new query With an availability query, employees are not invited for a specific function on a specific day as with traditional staff planning, but are asked when they would generally be willing/ have time to work in a period of time (e.g. a month). You can find out how to configure an availability query (shifts and days to be queried) here: [Availability module - Configuration](https://smartbridge.bolddesk.com/en-US/kb/article/63/availability-module---configuration) A new availability request is created in the menu item Availabilities - Add New Request: ![](https://support.staff.cloud/kb/attachment/article/64/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0MTkiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.NwHCdMVXbQ9q_cMzqMTfLkq_XyACxV3tE7C807-8eIM) By clicking on “Add New Request”, the availability request manager opens, where you first enter the details, such as the name of the request, the desired time group (see configuration) and the period for which the request is to be made: ![](https://support.staff.cloud/kb/attachment/article/64/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0MjAiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.DTkbhG30xr80dOKiK9FXhS8vr_q_dGEFGzz1XUAA-JQ) Notifications and actions can now be set in the settings. For the type of message, you can choose between the types “Notification” and “Overdue”. “Notification” triggers a message to the employees that a new availability query has been sent out, ‘Overdue’ triggers a reminder to those employees who have not yet entered any availability in the current query: ![](https://support.staff.cloud/kb/attachment/article/64/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0MjEiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.qvBz5E7xohVEshOuaXCYQQRf2catZO2JAlAjS8ml47Y) In the next step, you can now select the employees who are to be queried for availability. The search form can be customized in the general configuration. ![](https://support.staff.cloud/kb/attachment/article/64/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0MjIiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.y0xTtDEswfvkLiW8-1MAfRGF5kb1LjcGA57yLFzZrMU) By clicking on “Add new employees requests” the availability request is sent to the employees and by clicking on “Close” the request manager is closed. # "Finish" Staffplanning When finalising a project’s resource plan, it may happen that staff continue to register for the sent invitations, or that not all staff have been assigned to a role. Using the “Finalise” button, you can, with just a few clicks, 1) close the events and roles to further registrations 2) assign staff who have been provisionally allocated 3) change the status of all employees from ‘registered’ to ‘declined’ and 4) inform the employees accordingly that they have (not) been assigned. Clicking ‘Finalise’ opens a pop-up window where you can manage these processes and notifications  before they are carried out. ![](https://support.staff.cloud/kb/attachment/article/32/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE3MTQiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.xK_ViWhOPtkfhhBtFg8fSZFGdlAQL_hXmYjZ0O753ms) Clicking ‘OK’ will execute the selected processes and send notifications in accordance with the settings under Configuration >> General Settings >> Notifications. # Set Up Work quota targets The Work quota is helping to have an overview o ![](https://support.staff.cloud/kb/attachment/article/65/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0MjMiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.7RthJ5GTqHcFdC1RZr7xmViJdHiA7zoEZ5nMTK4vt7E) | **Field Name** | **Description** | | --- | --- | | Name | Name of the work quota target | | ID | The ID is a free field. You can either use a own Id or even leave it without any | | Counted quantity | Which criteria is the quota counting | | Periodicity | Periode the criteria is counted | | Target Value | Holds the value that is counted | | Is relative | if there is a procdentual pensum, there is the option to count it relative and get a average by the end of the year. | | Use upper bound | Value is set as maximum | | Pro rata temporis | Das Ziel wird ab Startdatum geteilt oder als ganzes erreicht | | Valid on days | on which days of the week the target is valid | | Valid from > to time | Time span in which the target is valid | | Partial count | If assignments are counted in whole or in part, the assignment that exceed the validity of the target | # Start with Staffcloud in 5 steps Welcome to Staffcloud! Your personal Staffcloud instance allows you to use all key functionalities of the software. You can invite, register and calculate wages for your employees for up to 150 assignments / 900 assignment hours free of charge. All your staff members get unlimited and free access to the Staffcloud mobile and web app to register for shifts and see their future assignments.For the perfect start into a new dimension of staff planning we have compiled 5 short videos for you, which outline Staffcloud´s key functionalities (in German with English subtitles). Each video has a maximum length of 6 minutes.Please note that the employees whom we have pre-filled your free version with are NOT REAL PEOPLE. Rather, we have created this dummy data for you to test the functionalities of the software. Of course, you can add yourself or other people as employees and schedule them for assignments any time.As soon as a (real) person is added as an employee, they get access to the Staffcloud mobile app ([Android](http://play.google.com/store/apps/details?id=com.staffcommander.staffcommander) and [iOS](http://apps.apple.com/ch/app/staffcloud/id1263032907) download) and the web application. 1. Staff Planning - Easier Than Ever Before (length: 4:25 mins) [![](https://support.staff.cloud/kb/attachment/article/7/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjExNDciLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.eQKCtP8qlsDQDBqXTx0NwtuVGZl7oEvpYeHP7a9ZkC4)](https://smartbridge365.sharepoint.com/:v:/s/customer.success/EdrcibIYm95MoTBUnCIFw1oBAoWpqn44H-n3QQ4w_N13Cg?e=8mNJwe) Read more about: [​](https://support.staff.cloud/en/support/solutions/articles/44001872192)Staff Planning - Planning Phase Expanded Staff Planning Key 2. Your Employees(length: 4:29 mins) [![](https://support.staff.cloud/kb/attachment/article/7/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjExNDgiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.QxS9trKihgS5waqKuUkxZhZFDruav3urUZTo9K1YW6M)](https://smartbridge365.sharepoint.com/:v:/s/customer.success/EQoza0M3RixDuOTDr5aOKG4BCYqZdZqykwhp1EJFgfm7Jw?e=NxNGAe) Read more about: Action Buttons and context menu 3. Recruiting New Staff (length: 3:20 mins) [![](https://support.staff.cloud/kb/attachment/article/7/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjExNDkiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.Wt69XJ9sXNDBZdPrUbSeDPEAFOD9ZZetvoOSVVh-qsM)](https://smartbridge365.sharepoint.com/:v:/s/customer.success/EXI_kc-tz_hBvoE9ENrU6GQBn0P2_StaWpZ0AKlrEao_IQ?e=qbfubD) Read more about: Datafields and Forms 4. Advertising a Job to Potential Staff (length: 5:31 mins) [![](https://support.staff.cloud/kb/attachment/article/7/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjExNTAiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.JK_Vv4QxpkAt3Km3kJw-aQdiYOlAVh_NXJZzREq4cPs)](https://smartbridge365.sharepoint.com/:v:/s/customer.success/ER9Q9D9oOtNGroyg-MIF96QBtbLaMOOGOgu0lk2bqIFkTw?e=1GmNsS) Read more about: Invitation List Inviting Employees by Function Status Overview 5. Once the Job Is Done (length: 5:25 mins) [![](https://support.staff.cloud/kb/attachment/article/7/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjExNTEiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.6u_pJGGZrsObRW_XV3g0yyzTPdZsJKqy7eZHX6FFgsI)](https://smartbridge365.sharepoint.com/:v:/s/customer.success/EURujhOsXepPresE1Cr1e3sBtrRdZSnIuwv15M9vmirrrw?e=USyowm) Read more about: Configuration of Salaries | Salary Profiles # Check-Ins & Timestamps - Planner view # Staffplanning - Advanced Planning # Signing up in the Smartphone App You need help signing up for the app?
Please not that Staffcloud is not an open job platform. To use the app, you need to have an employer who works with Staffcloud
To log in to Staffcloud as an employee of your employer, you first need a user account. You do not have an account yet? Please contact your employer. He will help you. First download the Staffcloud App. [![](https://support.staff.cloud/kb/attachment/article/68/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0MjQiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.yDmbsLeDxbvEMcm0RcqYbwc8i8ULD9p8J9ypWdiCRT8)](https://play.google.com/store/apps/details?id=com.staffcommander.staffcommander&rdid=com.staffcommander.staffcommander&pli=1) [![](https://support.staff.cloud/kb/attachment/article/68/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0MjUiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.wARK3d1nVdQET2nq3ox9bqqU2wcQ0hKS7Od6yS8tL-o)](https://appsto.re/ch/lPfslb.i) In addition to the knowledge base entries here you can also view a tutorial in the app's settings at any time. **Signing in to the App** To register with your employer, follow these steps. 1. Enter the email address by which you registered with your employer. Click on search. 2. Select your employer and click on Add provider. 3. Enter your password, which you have received by email and click Connect. ![](https://support.staff.cloud/kb/attachment/article/68/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0MjYiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.hkvaGK-6ffsgWYwkMH7R2G96a8ZUIBV9nfevrPfUGpk) ![](https://support.staff.cloud/kb/attachment/article/68/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0MjciLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.8NnW8liRpZO7WuIGDdeRNnEfI77SLHGF74BOmFSv6-s) ![](https://support.staff.cloud/kb/attachment/article/68/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0MjgiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.MnhMObN9o4sIRxK0a9x0nY_hdBlwrUb2Y4bpLParJZ8) Congratulations, you have successfully signed in. The first step has been taken! # Check-Ins & Timestamps - employee view With the "Mobile time tracking" module, Staffcloud offers you the option for employees to check themselves in and out in real time. This function is available in three modes: - Time stamp submissions with or without location information - Validated check-ins by scanning a provided QR code - Validated check-ins by scanning an NFC tag The option to submit check-ins or time stamps can be found in the employee app in the overview, under "My assignments" and in the assignment details of the respective assignment. - The next three assignments are displayed in short form in the overview. You can switch between the assignments by swiping left and right. Check-ins and time stamps can be submitted directly within the specified time period. Progress is also displayed here during the assignment. ![](https://support.staff.cloud/kb/attachment/article/34/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyODAiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.mFz6tdiW7H68UVW05Po3Vh_naARg4w-B0TsNB4VqUzE)![](https://support.staff.cloud/kb/attachment/article/34/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyODEiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.pYNceIXXsqa_ediW9B3izPcLp0OvqpdgDuBv3m67ouY) ![](https://support.staff.cloud/kb/attachment/article/34/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyODIiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.dJSjkTCEwybDhBdHfFjDMjIpQRPxYErEAi1iw9uG2X4)![](https://support.staff.cloud/kb/attachment/article/34/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyODMiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.gI-EEGputgp8Sy7XdPIxT_nOgnZAht0LMy53DJSXURw) - Employees can find their assignments sorted chronologically under "My assignments". The next assignment is always at the top. The Check-In-button and stamp symbol can be used to submit check-ins and/or time stamps.![](https://support.staff.cloud/kb/attachment/article/34/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyODQiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.CBGwSTlX7ttJ53EHPS6CTGpvsFsyMb-rsCgIiQ9uHAM) - The two options "Time stamp" and "Check-in" can be found at the bottom of the assignment details and are only available during the period specified by the planner.![](https://support.staff.cloud/kb/attachment/article/34/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyODUiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.mZVlKdR6Y0aLCcx3YklSlf0sKptGFXcs7VsxhiUmqwY) **"Time stamp" button or stamp symbol** The "Time stamp" button or the button with the stamp symbol takes you to the "Time log" page in the "Time stamp" tab. ![](https://support.staff.cloud/kb/attachment/article/34/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyODYiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.hJx9sugx8wXMGcxbICSw79Q9G8_Kg8qa6vXkU_u5IHc) "Add time stamp" takes the employee to the following view, where comments and attachments can be added. "Save" submits the time stamp to the planner and displays the time stamp in the overview.![](https://support.staff.cloud/kb/attachment/article/34/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyODciLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.1rfQiB5hVJZ_OI7NWbzntK8lMjHWf8JVESJGcVKvILc) ![](https://support.staff.cloud/kb/attachment/article/34/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyODgiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.wSxrZM7ocxxE5luW-T8Z86KQlB8MLUXf3uR7QNQL3f4) **"Check-In" button** The "Check-In" button leads to the "Time Log" page in the "Check-In" tab. ![](https://support.staff.cloud/kb/attachment/article/34/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyODkiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.8dy4sUU12dad3aWoolrmGQARe40jaDyhtjRhJy0_rhU) "Check in" opens the scanner for QR codes or NFC and the QR code or NFC tag provided must be scanned. The check-in is then displayed in the "Check-In" tab. ![](https://support.staff.cloud/kb/attachment/article/34/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyOTAiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.QnhW0RkymV8fu4U7nDqDfoxXqaSiSsKrQKkzvhkSHfo)![](https://support.staff.cloud/kb/attachment/article/34/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyOTEiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.cZUDBtUtykkjUiAYEGhg5QjFSANSyACD_0dNLV3ahG0) Depending on the configuration by the planner, clicking on "Pause" or "Check out" also opens the scanner. # Connect to multiple employers Open the Staffcloud App on your smartphone If you do not have them installed, you can download them with the following links. [![](https://support.staff.cloud/kb/attachment/article/69/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0MjkiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.zlnrwpWxjlUI16Aq9zwu-VZPN6NbiwjS4USfuVt3wP8)](https://play.google.com/store/apps/details?id=com.staffcommander.staffcommander&rdid=com.staffcommander.staffcommander&pli=1)[![](https://support.staff.cloud/kb/attachment/article/69/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0MzAiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.q2r1H5MGDisuS8aDdxaxh0vHSdjjY6rP80TGXgMZwo0)](https://appsto.re/ch/lPfslb.i) * * * In order to get to the overview of the different providers, you can click on the little man in the upper left corner of the start page to get to the provider overview. ![](https://support.staff.cloud/kb/attachment/article/69/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0MzEiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.Rx092o1Mq8rjxMFPeWvm-PAxlNF5eY4p9QX1QMULnDE) Use the button 'Add new provider' to connect with another employer. ![](https://support.staff.cloud/kb/attachment/article/69/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0MzIiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.cO0YGdWzB9hU7wWQuG4RW8A5fkMyhTbIu1svKTBUjlw) Tap on the employer you want to connect with ![](https://support.staff.cloud/kb/attachment/article/69/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0MzMiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.Ch5pvhvNXisq--lVolF042NhdgyR_kTFdxw7zIVgegI) * * * Enter your password and confirm it with the button**'Connect'.** ![](https://support.staff.cloud/kb/attachment/article/69/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0MzQiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.fzpowUy_Yxu1Pm7oUWtEdNe5mG1GPuZvr90khA4QJ8s) # 2-factor authentication In the Configuration area, the "Security" section has been newly created. There you find now the possibility to enable a 2-factor authentication for the planners' login. In addition, you can make settings here for password security for both planners and employees. **What is 2-factor authentication?** To protect your data and that of your employees from access by strangers, Staffcloud also introduces an additional security level. With two-factor authentication, your account is not only secured by your user name and the associated password, but also by an additional query. The additional security level usually consists of a request for a uniquely generated password that is only valid for this one login. You will receive the required code for the login via e-mail or SMS. **How is 2-factor authentication activated?** In Configuration ->General Settings -> Security you will find the option to (de)activate 2-factor authentication. If 2-factor authentication is activated, it applies to ALL planners, it is a global setting. Using the drop-down menu, authentication can be deactivated or activated via email or mobile number: ![](https://support.staff.cloud/kb/attachment/article/12/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjExNjAiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.9OBm2hIQqBoteD-ws6toAoXtVC0fMcn_2GbwqwlVZpo) If authentication via telephone has been selected, you will receive an SMS with a code that you must then enter when logging in: ![Ein Bild, das Text, Elektronik, Anzeige, Computer enthält. Automatisch generierte Beschreibung](https://support.staff.cloud/kb/attachment/article/12/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjExNjEiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.ISxxdaZ5PKpMo892evmpkhmVuUnlEFlkfgUqxYoFRC4)![](https://support.staff.cloud/kb/attachment/article/12/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjExNjIiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.KCBFxbYVF4NVe7tqH71wIbdCV6LG5AmYreVvyDzdBvE) If authentication via email has been selected, you will receive an email with a code which you must then enter when logging in: ![](https://support.staff.cloud/kb/attachment/article/12/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjExNjMiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.hVtEm5PsMc0ca3ClsIgQmg1ZVHYSBjAbppfLCgbEEyA)![Ein Bild, das Text enthält. Automatisch generierte Beschreibung](https://support.staff.cloud/kb/attachment/article/12/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjExNjQiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.IDa4tN6s64HgfkAkIw84kF7UhXmtyrcswWhjmvS-n_4) # Overview of the Smartphone App On the top left, you can switch between different employers. On the top right, you´ll find the notifications you received. The overview of the app is divided into three sections: | My Invitations | Assignments for which your employer invited you or to which you already applied | | --- | --- | | My Assignments | Assignments in which you are actively involved | | To complete | Assignments for which, for example, working times should be entered afterwards | ![](https://support.staff.cloud/kb/attachment/article/70/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0MzUiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.aBKZNIClWtkftbNQvXGcnp_IZ8Ap72RaS0jeR9zcaiI) In the footer, there are four further categories to navigate to | Homescreen | This button takes you back to the overview | | --- | --- | | Calendar | This button takes you to your calendar, where you can add absences or see all your assignments in an overview | | Messages | Here you will find all messages from planners that are directly addressed to you | | User Profile | Here you can find contact details of your employer, edit your own data, change settings and view the history of your assignments | # Project, event & function - briefly explained Project StructureThe hierarchy within projects in Staffcloud can be interpreted in different ways. It is therefore important to know the underlying structure. Please find an example for the simplified structure of a project below. ![](https://support.staff.cloud/kb/attachment/article/35/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyOTIiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.hik6bnAXplSfsCZloFf1vKjf95EusqGXzcv0muB1MsI) What is a project?A project is something akin to a folder filled with different bits of information pertaining to the events or functions it contains. This information can either be shown only to planners, or seen by employees as well.A project can be an organised event, a work project, or a work shift which takes place over any given period of time. It contains information such as the name and type of project you would like to implement.In the planner view, this information is divided into 2 columns.In the lefthand column, you can find the project’s basic data, such as its name, as well as the customer, contact and planner. The system sets these as basic data points, however only the project name is mandatory, while customer and contact can be left empty.The righthand column shows the project details. These are entirely customisable. You can find out more about how to do this here: [Datafields and Forms](https://support.staff.cloud/en-US/kb/article/54/datafields-and-forms)![](https://support.staff.cloud/kb/attachment/article/35/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyOTMiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.vxgEGTZj_NdM5JJWzUWnTWst_oAVNegQyUCWBEw1iFg)The project itself does not contain data such as dates, times or locations. This information is configured for the individual events within the project and is automatically summarised on the project level. ![](https://support.staff.cloud/kb/attachment/article/35/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyOTQiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9._6-DRzDmHVpJ4ke-6seAKyS--Kgjtjh1Plbt0C2ajcE) In addition, a project itself does not have a status, as a status can only be given to the events within the project. Thus, the same project can be displayed in the tabs Active, Archived, and Draft. If a Project comprises Events which do not have the currently selected status, this is shown below the project name when events are expanded. By clicking on the text (e.g. ‘2 active events’ as shown here), you are directly sent to the events with this status.![](https://support.staff.cloud/kb/attachment/article/35/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyOTUiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.ZwWu6KG26EBUcO3ZZGCA2_XF82NCYxK2pvEZ_8uxb_Y)What is an event?An event always forms part of a project.It is defined by date, time and location. This information is used by employees as a marker for their shift/assignment.The event time can be overridden by entering a function time, as can the location. What matters for the assignment – and the assigned employees – is the information given at the lowest level.This means that if nothing is entered at the function level, an employee’s assignment time can be identical with the event time.![](https://support.staff.cloud/kb/attachment/article/35/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyOTYiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.C9hNL1pful8RPrCSDroOKABeymuYuuvP2iKSoOl0_D8)**Event function**Event functions denote the actual jobs taken on by your staff members. They define an employee’s assignment. An event can contain one or more event functions, which taken together form a ‘team’.Each event function has a name and can be given a different time and location to the event.![](https://support.staff.cloud/kb/attachment/article/35/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyOTciLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.U9NnXaAcWzdmmdxOVfzHsHoj1_5YinTkjZrr4jpmPE8)In the example above, a function (shift) has been created for every event (each assignment day).The first function in the event on 22/03/2022 contains a time (function time) as well as an assignment location which both differ from the time and location on the following days. Overriding the event time or location via the function can be used to make assignments more precise. Thus, with several people working at the same event, a team lead is told to start work 30 minutes before their team, and the logistics crew knows to meet in a different location.To create an event function, 2 data points are required. The first one is the Type of Event Function – or simply ‘Function’ – and describes the assignment type.  It can be selected from the previously defined list of functions.  Secondly, the Number describes how many employees are required for this event function.In addition, the event function can be further defined by a description. This can help in distinguishing between event functions of the same type.Once an event function is created, it is automatically allocated to a shift.  Event functions which have been created simultaneously (for several events) are thus added to the same shift. A shift describes the ‘same’ job in different events, such as an event function which takes place from 8AM-12PM and is repeated daily (for one event per day), i.e. a morning shift. When planning assignments, shifts can be used to easily select and create assignments.If nothing further has been configured, staff members are invited to functions. This means that they can directly apply for the associated assignments. ![](https://support.staff.cloud/kb/attachment/article/35/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyOTgiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.YSoB_x4MhG7uMywJU_YWz0exlleTjpM0_wY4dtANUi4) # Responding to invitations in the app **Invitations** to work assignments are sent by the employer to the employee — usually via push notification in the app and, depending on your employer’s settings, also by email. In the **My Invitations** section on the app’s home screen, you can see requests for future shifts. Click on the first tile or click **View All** to see further invitations. ![](https://support.staff.cloud/kb/attachment/article/71/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0MzYiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.2s4l2AjiB6dmeZa-ZjPGStcSfjOzjKCArxCBqP21vro) You can display these either sorted by **project** or by **time period**. ![](https://support.staff.cloud/kb/attachment/article/71/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2ODQiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.pFJWKaTQlzAgXy_aiYoJnTDX6tWLfIbCkzcU0ldOwkc) Tapping the invitation tile opens the project information. Here, the exact assignment location and, if applicable, additional information about the assignment are displayed. Depending on your employer’s settings, you may also see the customer, the customer contact, the planner at your employer and the current planning progress. You can either **Ignore** invitations or **Apply** for shifts. Ignoring means that you are not interested in this shift. By applying, you inform your employer that you would like to work this shift. To respond to an invitation, you can take one of the following actions: - Swipe the invitation tile to the left to **Ignore** it or to the right to **Apply**. - Use the checkboxes in the overview to select one or more invitations and then choose either **Ignore** or **Apply**. You can also send a comment to your employer here. - Click on the tile to view the details of the offered shift. From there, you can also send a message to your employer. You can withdraw your applications for shifts as long as planning has not yet started on your employer’s side. As soon as you have been assigned to a shift, it will appear under **My Assignments**. At that point, cancellation via the app is no longer possible — you must contact your employer. It may happen that your employer has configured all invitations within a project so that you can only apply for all offered shifts at the same time. If this is the case, you will be informed via a pop-up. If you do not receive any invitations, please contact your employer. # Finishing Projects, Locking Individual Functions or Events Once all positions of a single function, an event, or an entire project have been filled, Staffcloud offers the option to block further registrations or to reject employees who registered but were not assigned. **Closing Individual Functions or Events** If individual positions or entire days/events are already fully planned, it makes sense to **block further registrations** for invited employees, as additional staff will most likely no longer be required. This can also motivate employees to respond more quickly to invitations, since a position may no longer be available or registration may no longer be possible. **Lock icons in Staff Planning** In Staff Planning, you will find **small lock icons** for both events and individual functions. ![](https://support.staff.cloud/kb/attachment/article/164/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0OTUiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.GkQ0Y9efqGOs8DgYTtQTaBDM_qFPd7LUyZsOF2QLEtg) By default, these locks are **open**. By simply clicking on the lock icon, you can **close (lock)** the function or event. **Effect of closing** - Closing a **single function** blocks registrations for that specific function. - Closing an **event** automatically closes **all functions within that event** with a single click. - Once closed: - The invitation disappears from the employee app - Employees can no longer register for the closed function or event **Reopening functions or events** If additional employees should be allowed to register at a later point, you can easily **reopen** the function or event by clicking the lock icon again. **Automation option** Closing can also be handled automatically. For more information, see the related article: [Automatisierte Planung](https://smartbridge.bolddesk.com/de/kb/article/165/automatisierte-planung) ### **Finish Project** If the entire scheduling of a project is complete, the project itself can be **finished.** By clicking the **“Finish”** button, you can perform the following actions with just a few clicks: 1. Block all events and functions of the project from further registrations 2. Convert all provisionally assigned employees into fixed assignments 3. Change all employees with the status *“registered”* to *“rejected”* 4. Inform employees accordingly whether they have been assigned or not **Confirmation and notifications** After clicking **“Finish”**, a pop-up window opens where you can manage: - which processes should be executed, and - which notifications should be sent before final confirmation. After clicking **“OK”**, the selected processes are executed and notifications are sent according to the settings under: **Configuration → General Settings → Notifications** ![](https://support.staff.cloud/kb/attachment/article/164/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0OTYiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.EEehOAoJgnTF6rlykcuZt5qxyJKp5oJkAoo1eKXCBtU) ### **Summary** - Functions and events can be manually closed and reopened at any time - Closing prevents further registrations and removes invitations from the app - Entire projects can be closed in one step, including assignment finalization and notifications - Automated closing is available as part of automated scheduling # Check-ins & Timestamps - Configuration With the "Mobile time tracking" module, Staffcloud offers you the option for employees to check themselves in and out in real time. This function is available in three modes: - Time stamp submissions with or without location information - Validated check-ins by scanning a provided QR code - Validated check-ins by scanning an NFC tag Configuration: To be able to use the functionality, the submission of check-ins and time stamps must be configured in the settings and an submission period must be defined. - In the configuration, you can set an submission period for the check-ins and time stamps under Add Ons -> Time tracking. This submission period defines the time in which employees can generally check in and check out. In the "Time stamps" tab in Staff planning, you can also filter by a tolerance period. - In the example, employees can submit time stamps from 2 hours before the planned start and up to 1 hour after the planned end. Check-ins can be submitted  30 minutes before the planned start and up to 1 hour after the planned end. - At this point, you can personalise the check-in with an additional validation and specify whether the check-in can be carried out by the employee app and/or the Teamleader app. - You can also download the global QR code or the global NFC validation for your instance here. ![](https://support.staff.cloud/kb/attachment/article/21/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyMTMiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.KFzc5yvb1s8UTjWeVrvtb4cBWzawqs9VMqsOWskfa8I)You can also specify in the configuration under Projects -> Event settings whether employees can submit time stamps. You can also use a select field here to define whether a check-in via QR code or NFC by the employee is required, for which times (start, start of break, end of break, end) a check-in with QR scan or NFC is required and which level of QR code or NFC validation is valid. ![](https://support.staff.cloud/kb/attachment/article/21/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyMTQiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.LJNWwhBRMCurrySPTUJ1r59ryyReTZ4p5HMMw3eeacM) This setting can be changed for each individual event in the project/event settings: ![](https://support.staff.cloud/kb/attachment/article/21/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyMTUiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.loeAXpiXbJsUOW-uf1JScAh4pvy6SEd2vYd74KLz5XI) Timestamps and check-ins can be combined within an event. For check-ins, it is not possible to activate the QR code and NFC in an event at the same time. * * * Level of the QR code or NFC validation: QR codes and NFC validation can be provided on four levels: For the entire instance ![](https://support.staff.cloud/kb/attachment/article/21/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyMTYiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.sK0ahcTygb-OmC0x9rhVxXn4S2FrgPVjKObHf5vD24g) Per project  ![](https://support.staff.cloud/kb/attachment/article/21/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyMTciLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.ui2zWijL2QYwhiGCY_vxyVGkBK1cmSNaXTGsNEx6mRY) Per event (edit under Event)  ![](https://support.staff.cloud/kb/attachment/article/21/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyMTgiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.8Is1fMxbDVTyPaeZxkQwmIMe9XaU-Gb-QFO_twaCBLc) Per event function (edit under Event Function:  a QR code is created for every selected function, for each event individually)![](https://support.staff.cloud/kb/attachment/article/21/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyMTkiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.zIdW8UGwrU5kmD6AbDg_U1Qaoyb6lPXUCPRK98gFFk8) [Read more about planner´s view](https://support.staff.cloud/) [Read more about employees´s view](https://support.staff.cloud/) # Automated Scheduling There are three different automation options available in Staffcloud to support your scheduling process: Auto-Invite, Auto-Assign and Auto-Close. This article explains how you can use these features to automate your scheduling workflows. **Table of Contents** - Automated Invitations (Auto-Invite) - Automated Assignments (Auto-Assign) - Activating Auto-Assign - How Auto-Assign works - Assignment logic - Automated Closing of Functions (Auto-Close) ## **Automated Invitations (Auto-Invite)** Once functions have been created—either during the creation of a new project or by adding functions later—you have two options: - **Manual approach:** Activate the function and use the invitation list to manually search and invite suitable employees. - **Automated approach:** Use **automated invitations** to let the system select and invite suitable employees automatically. ![](https://support.staff.cloud/kb/attachment/article/165/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0OTciLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.JkOB-ynZ-ib5676X3COh931b0qlqv7cEvdArbP0jRAU) **How automated invitations work** For automated invitations, the three familiar special filters are applied with the setting **“mandatory”**: - **Qualifications:** Mandatory - **Availabilities:** Mandatory - **Conflicts:** Mandatory Automated invitations are only sent to employees who: - have the required qualifications, - are not assigned to another function at the same time, and - have no absences recorded in their calendar for the scheduled period. After clicking **“Auto-Invite employees”**, the planner is redirected to the project overview. As soon as the automated invitations have been processed successfully in the background, a notification appears on the right side of the screen, informing the planner how many employees have been invited. ![](https://support.staff.cloud/kb/attachment/article/165/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0OTgiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.4mm1waurVacv4fa6zTjwX_xXOtVq_gejDEpizgzlbAA) The **invitation list** then displays the invited employees as usual. ## **Automated Assignments (Auto-Assign)** ### **Activating Auto-Assign** The activation or adjustment of the automated assignment settings is possible in two places: - **Globally:** *Configuration → Projects → Event Settings* *![](https://support.staff.cloud/kb/attachment/article/165/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0OTkiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.aO0m3uZGhgHgQ2ZScgQYh-WnXcredkNRojCWwbLxYPU)* - ***Per event:** Directly within the **event settings** for selected events* ![](https://support.staff.cloud/kb/attachment/article/165/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1MDAiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.8HMNIF7YL-kXT2GQNvDvg0vkIaNR3mA-c6znMx7euPU) ### **How Auto-Assign works** When Auto-Assign is enabled, this is indicated in the scheduling view by a **blue lightning icon**. The icon appears: - on the function itself, and - next to employees who have been assigned automatically ![](https://support.staff.cloud/kb/attachment/article/165/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1MDEiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.Deofeh1lgjfszSaTlYxEdBfsYCu2_7LGd_XfcvrXCI4) The **project overview** also displays the lightning icon for recently automatically assigned employees ![](https://support.staff.cloud/kb/attachment/article/165/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1MDIiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.aQ6SFEo-nrXf-XRG_YsFV9tisepExTFg8_8X9lDB3UM) ### **Assignment logic** Employees who apply for a function are **automatically assigned** if: - capacity is still available, and - there is no time conflict with another assignment - the employee is qualified for the function Assignments can be set as: - **assigned** (blue), or - **provisional** (grey) This behavior can be configured both **globally** and **per event**. **First-Come-First-Serve principle** - Automated assignment follows the **first-come-first-serve** principle. - Employees with time conflicts are skipped during automatic assignment. - They remain visible on the right side under the list of registered employees. **Overbooking** - You can define **by how many percent a function may be overbooked**. - If no overbooking is configured, **exactly the required number of employees** will be assigned. **Display in the app** In the employee app, automated assignments are also clearly marked by the **blue lightning icon**, indicating that the function was planned automatically. ![](https://support.staff.cloud/kb/attachment/article/165/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1MDMiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.mFanIFzlyV2UXb6mlHTdbJwmGBGdnEQSXOTeJtAGQS8) **Automated Closing of Functions (Auto-Close)** With **automated closing**, a function is automatically locked for new registrations as soon as it is fully staffed. Like automated assignment, this setting can be configured **globally** or **per event**. ![](https://support.staff.cloud/kb/attachment/article/165/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1MDQiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.ukskuHapwsC2StWMGYXGFWaXDTZ7pcNmSxGkKPaaVgM) **Effect** - Employees can no longer apply for the function once the target number is reached. - The function is closed automatically, without any manual intervention. ![](https://support.staff.cloud/kb/attachment/article/165/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1MDUiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.w7ST4lctJTnou6F5JpQUErxmIRB8BYsj9nhfUOrFw1Y) **Use independent of automated assignment** Auto-Close can also be used without using Auto-Assign. In this case: - Overbooking is not possible - **The function is closed immediately once the desired number of employees has been assigned** # Assignment information The **information about jobs** or assignments is displayed in a summarized form as soon as you click on either the job **invitation** or the **assignment**. **Depending on your employer’s settings, different information may be displayed**. This can include text, file attachments, links and images. You can display the **assignment map by clicking the small eye icon** to the right of the address. If Google Maps is installed on your device and you allow its use through the Staffcloud app, you can also display the route to the assignment location. ![](https://support.staff.cloud/kb/attachment/article/72/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0NDEiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.4KC3GOC06ejhSoiqa16vWu29qsedJk8oLaOBHkhEwOg) Tapping the different assignments in the table opens the details of the respective assignment. These details can be entered individually by your employer for each assignment. As soon as you have been selected for an assignment, you will receive a push notification and/or an email. Clicking on the notification opens the assignment details. In this view, you can **confirm** your assignments. You can also use the **calendar icon to save the assignment in your personal calendar**. At the time of the assignment, some employers may require you to check in or send a time stamp. Depending on your employer’s settings, it may also be possible to record your working time from the start of the assignment. # Rate employees Employees can be rated either directly after an assignment or independently of a specific assignment in their employee profile. #### Submit a rating Ratings can be added in the following places: After an assignment in the work data section: ![](https://support.staff.cloud/kb/attachment/article/173/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE4MTQiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.65cYVE4s9FGsHKgUowZKObRAi99eW3UNnQgcsw9w1nQ) Directly in the employee profile: ![](https://support.staff.cloud/kb/attachment/article/173/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE4MTUiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.l0OsYyu2nPbd_CGi_sODbDbdUqfTlzSJFl4wrMG4DMs) By a Teamleader (if the Add-On is enabled): ![](https://support.staff.cloud/kb/attachment/article/173/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE4MTYiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.eHbP1vaH9ehmPYiRyiTWs8zmCp2uX2Audy8K72d7hWA) Depending on your configuration, you can submit either a general **5-star rating** or a detailed rating based on individually configured criteria. A remark can also be added to each rating. For more information about setting up rating criteria, see: [Configuring ratings and rating criteria](https://support.staff.cloud/en-US/kb/article/116/configuring-ratings-and-rating-criteria) #### View the average rating Staffcloud automatically calculates an average score based on all submitted ratings. The average rating is displayed in several areas: In the employee profile overview: ![](https://support.staff.cloud/kb/attachment/article/173/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE4MTciLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.I26-FiB4-VjBk0PMg46agQ3_8VCp2qiFTe6SNmituNY) In Staff Planning: ![](https://support.staff.cloud/kb/attachment/article/173/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE4MTgiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.kfmc9SW9zlGMoNHSnIBxGO2VVYbfR61CXAuMqhTP2gM) In the invitation list: ![](https://support.staff.cloud/kb/attachment/article/173/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE4MTkiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.dKShNGH9giJpWodBoOeg2Fr0JjdAzlo6_jOQPTCxPdY) This allows planners to take an employee’s previous ratings into account when planning future assignments. #### Ratings submitted by team leaders If the corresponding feature is enabled, team leaders can also rate employees after an assignment directly in the **Teamleader App**. Ratings submitted by team leaders can subsequently be reviewed, edited or supplemented with additional information by planners. #### View and manage ratings The **Ratings** tab in the employee profile provides access to all ratings submitted for the employee. From this tab, planners can: - view all previous ratings - edit or supplement individual ratings - view added remarks - track the development of the employee’s ratings in a graph ![](https://support.staff.cloud/kb/attachment/article/173/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE4MjAiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.RacMaf-pij8ZPKgkxCOtO8ChAxeAHhNVchL2enzqzps) This provides both a detailed overview of individual feedback and a clear view of how the employee’s ratings have developed over time. # Creating a Project Creating a project requires four steps.The events are based on a location or date and can contain one or more functions, which staff members can be assigned to. A function is defined by the roles or shifts which individual staff members may take on.Creating a ProjectWhen clicking the button ‘Add Project’, you can add a project name as well as further information.![](https://support.staff.cloud/kb/attachment/article/36/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE4OTAiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.i5RmjSev50Dd1O01l-ChCxKBpBnewxpLmp6MD3_Dbjg) The data fields on the right can be customised according to your needs. You can add fields and, depending on your requirements, decide whether you would like to display them to staff members as well. ![](https://support.staff.cloud/kb/attachment/article/36/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE4OTEiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.cfMlxXrMAqZ44FaZUVPMnJt0h5NjfOWeiU3LDlnRq8A) Creating one or more events In the next step, you create your events. - The date is chosen via a calendar in which one or more days can be selected.- With the Shift key, you can select a continuous time frame- Pick several single days by clicking on them individually- By clicking on the calendar week, you select the entire week in one go- The event time denotes the time frame in which all creatable events must lie- Depending on the shifts you may have on each day, it might make sense to display the general parameters of the event here.- The break time can be defined as a duration- The event or work location can be chosen via drag & drop- A new location can be added via the + sign![](https://support.staff.cloud/kb/attachment/article/36/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE4OTIiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.UQ6oriIlo2NnOqZJ7uUmA57onP-k35tRjFZSeGSAuSM) Once all data is entered, your event(s) can be created. To do so, please click on the button ‘Add draft event (s)’. After creation, you can adjust the settings, change single times or dates o creta more evvents by selecting more days in the calendar. When alle events are created, move on to functions: ![](https://support.staff.cloud/kb/attachment/article/36/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE4OTMiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.4n2eVcIjbayzsAYhS7DZX45VCnq2d07_rH0IV0iJ2gE) **Functions**Events can be individually linked to functions (shifts or assignments). To do so, select all or certain events in the table. As soon as all necessary fields, i.e. ‘Function’ and ‘Quantity’ are filled in, the event functions can be created by clicking on the blue button. ![](https://support.staff.cloud/kb/attachment/article/36/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE4OTQiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.oNBiKz_fTA8jV3Q2k-SjzAjScA0gEmxenD-4t87vHhw) | Function | The role an employee is meant to take on | | --- | --- | | Quantity | Number of people needed for this role | | Title | Specific, individual name of the role | After all functions have been created cllck "invite" to activate the project and invite your employees to it. ![](https://support.staff.cloud/kb/attachment/article/36/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE4OTUiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.0jWlagO865IbH5cPtQBphtvWD7vpRWMrZ0_-33hPIuU) Find our more about the auto-invite functionality here: [Auto-invite functionality](https://support.staff.cloud/en-US/kb/article/31/auto-invite-functionality) # Exporting Staffcloud-Data # View and confirm my assignments In the **My Assignments** section, you can see all current and future assignments. The overview always shows the most recent assignment, by swiping left, you will also see the next upcoming 4 assignments. Click **View All** to display further planned shifts. ![](https://support.staff.cloud/kb/attachment/article/73/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2ODEiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.tZ2WObPgN6-aLFY3ge56qS6LGvp2vLEKpMKzVgj2DcQ) If your employer has configured this accordingly, you may need to confirm your assignments. You can do this either individually or for all planned shifts at once. ![](https://support.staff.cloud/kb/attachment/article/73/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2ODIiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.U4HMl2UMk5rbRSD9WtcBd7R75GdRrQ8JMJQYV84x6Lo) By clicking on the relevant assignment, you can access the details. Here you can view further information, display the location via Google Maps — if installed on your smartphone — or send a message to the planner. By clicking on the calendar symbol, you can add the assignment to your personal calendar. ![](https://support.staff.cloud/kb/attachment/article/73/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2ODMiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.aTfWZgIUNoY7x9RJlLGGZlZXXT2glOxNY1aQsc6VUlg) Depending on your employer’s settings, you may also be able to check in and out, submit time stamps or send work data under **My Assignments**. You can find more information on this in the articles **Recording Working Time** or **Checking In and Out / Sending a Time Stamp**. **Once an assignment has been made, it is no longer possible to withdraw your application. Please inform your employer if you are unable to attend the shift.** # Direct Exports: Using Embedded Export Templates # Emails sent from Staffcloud ### **General** There are two kind of emails sent from Staffcloud: Messages and Notifications. They work slightly different in terms of sender address. ### **Notifications** Notifications are sent automatically "from the system". Therefore they do not have an explicit sender but a general notification sender address they are associated with. ### **Messages** Messages are sent by a planner and use its sender address. By default, the sender address of a planner is the one used for the planner account. It can be viewed under "My account". Each planner can also set an alternative sender address under "My settings": ![](https://support.staff.cloud/kb/attachment/article/9/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjExNTIiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.RhbOUk3YhGr5_weYcLP1mRxEfv1SIcJwozXRK_BSUMM) ![](https://support.staff.cloud/kb/attachment/article/9/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjExNTMiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.ct2LrtgjSpgyOsPgCWSo8p7P81SHRJWD8gKJ9t3yASA) The sender email specified under "My settings" can also be a collective mailbox (i.e. the same address for several different planners), while the email address assigned to the planner account must be unique (as this is also used for the password reset, for example) **Spam considerations** To improve the spam rating of emails sent by Staffcloud, all emails going out of Staffcloud have to use an approved mail domain. Approved means: The domain (DNS) has been registered with our mail server as an authorized sender. ### **Approved domains** If a custom domain is approved, it can be used normally as a from address of the emails. To add your domain to our mail server, please contact support. We will inform you about the necessary configuration for your domain. ### **Non-approved domains** If you want to use a non-approved domain (for notifications or planner email) it will be set as reply-to path in the email. This means, the email will originate from a general Staffcloud address (noreply@staff.cloud) but a reply will be directed to whatever email address was chosen. ### **Check domain status** You can verify the status of a given domain by clicking on "Check sender email address" when entering a custom email address: ![](https://support.staff.cloud/kb/attachment/article/9/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjExNTQiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.v6DZ027fy6-B_m33gzWGdDKSox--tlAd04uDfMsC1KU) You will then see the result of the check in the bottom right: ![](https://support.staff.cloud/kb/attachment/article/9/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjExNTUiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.qn7KQ-Ko_B4u_8HJWxCC3S-GgNVI6IEmOriXGh3aZKE) ## **Options and Information** There are different options and settings that can be used for emails in Staffcloud. Here is a list: ### **Custom Mail Server** Under Configuration -> Integration -> Custom email server a custom server can  be configured. If this option is used all mail will go through this server. Using a custom server allows to use any sender address. The administrator of the mail server has to take care of all things spam and delivery of emails. ### **Validate email delivery** This is an option provided under any email field in Staffcloud. It checks if the email address given in the field is good. Clicking it checks if the email address is blocked in our mails server. Note: If a custom mail server is used, this check only serves limited purpose, as the email might still be blocked in the custom mail server. ### **Notification Default sender address** This allows you to overwrite the sender address for notifications. If an approved domain is used, this address will be used as from, otherwise as reply-to path for notifications. Default from address: [noreply@staff.cloud](mailto:noreply@staff.cloud) You can adjust the default sender address under Configuration -> General settings -> Communication: ![](https://support.staff.cloud/kb/attachment/article/9/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjExNTYiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.1be2Es-kMAjEieSQkxlh3i1fd8oUP3i9l5judPwbd6I) ### **Planner Sender email address** Under "My settings" the planner can change the email address he wants to use for messages here. Contrary to the account email address this one has not to be unique, but can also be a shared email address. Both this address or if left empty the account address behave the same when sending a message: If the domain is approved it is used as a from address, otherwise the default notification address is used as from and this one as a reply to address. # Creating Export Templates In this article, I will learn how to create a new export template. **Important note on Exports in Staffcloud:** In Staffcloud, every user with the appropriate permissions can **create, configure, and use their own export templates.**This is a unique strength of our system and unlocks **powerful possibilities**– from simple lists to complex, highly structured data exports. Because exports in Staffcloud are very powerful but also technically complex, the related guides and tutorials are intentionally **detailed and technical**. Please take your time, be patient with yourself, and follow the **step-by-step learning path across multiple articles** that we have prepared to build up your knowledge in a structured and sustainable way. To fully understand and correctly use exports in Staffcloud, we recommend working through the following solution articles in the given order and trying out the examples in parallel in your own instance: 1. [Exporting Staffcloud-Data](https://smartbridge.bolddesk.com/en-US/kb/article/181/exporting-staffcloud-data) 2. [Creating Export Templates](https://smartbridge.bolddesk.com/en-US/kb/article/183/creating-export-templates)**→ you are here!** 3. [Creating Export Templates: Column Configuration](https://smartbridge.bolddesk.com/en-US/kb/article/184/creating-export-templates-column-configuration) 4. [Creating Export Templates: Search form Configuration](https://smartbridge.bolddesk.com/en-US/kb/article/185/creating-export-templates-search-form-configuration) 5. [Direct Exports: Using Embedded Export Templates](https://smartbridge.bolddesk.com/en-US/kb/article/182/direct-exports-using-embedded-export-templates) 6. [Direct Exports: Configure an Embedded Export Template](https://smartbridge.bolddesk.com/en-US/kb/article/186/direct-exports-configure-an-embedded-export-template) You can also find a “construction guide” for frequently requested export templates in the following area: [DIY Tutorials for frequently requested Export Templates](https://smartbridge.bolddesk.com/en-US/kb/section/57) * * * # **Creating a New Export Template in 9 Steps** 1. In the "Export" Section, click “Add New Export” and Choose the Export Type 2. Getting Familiar with the Export Configuration 3. Add Required Fields from the Active Resource 4. Add Additional Resources via Resource Mapping 5. Select the Output Format 6. Reorder Columns if Required 7. Configure Columns & Filters (Search form) - Column Configuration​ - Create Filters (SEARCHABLE) in the Search form - More Meaningful and Faster Results 8. Preview Export & Save Template 9. Name and Save the Template **[​](https://support.staff.cloud/a/solutions/articles/44002687068?lang=de&portalId=44000021508#Zur-neuen-Exportvorlage-in-X-Schritten)** * * * # **Example Scenario** # *For easier understanding, the following example creates a simple export template that outputs:* - *All planned assignments (assigned/confirmed)* - *within the period 01.07.2025 – 31.07.2025 (please choose a fitting time period for your Export)* *In addition to the planned start and end time, assignment status, and approval status, the export should also include the project, event, function, and the first and last names of the scheduled employees.* ***Try to recreate this export template in parallel while reading this article.*** ## **1. In the "Export" Section, click “Add New Export” and Choose the Export Type** ![](https://support.staff.cloud/kb/attachment/article/183/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1MTgiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.HGHp1Nyyx2X8nllnU2QUOxGQCkbBa7TuhlYbrj-xezU) *For this example, the export type **Assignments**is selected, as the main filter criteria are the **assignment date** and **assignment status**. Click Continue to progress further.* Available Export Types: - **Master data export**: Select one of the following export types if you want to export master data of **Employees**, **External workers**, or **Clients**without any assignment reference. - If you want to export event-related information without assignment references, choose "**Event**". - As soon as your export has an assignment reference, always select the "**Assignments**" type. - Pay lines (payrun exports) and ERP exports require the corresponding add-on modules. The Customer Success Team will be happy to assist you if needed. To use the export types External staff, Pay lines, or ERP export, the corresponding add-on modules are required. *Many exports can be created in multiple ways. At this stage, already consider where your main filter criteria lie. If they are assignment-related, use the export type Assignments, as shown in this example.* ## **2. Getting Familiar with the Export Configuration** You are now in the export configuration. Here you can customize your export template according to your needs. You can add data fields, reorder them, further configure them, or remove them entirely. ![](https://support.staff.cloud/kb/attachment/article/183/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1MTkiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.595H1h-KkCVGrmn7sd8hSXC0NljbS_ACfr9d23ImxDQ) **A) Fields – Left Area (All Available Data Fields)** On the left side, you will find all available data fields of the selected export type *(in our example: Assignments)* and all linked resources *(for more information on linked resources, see step*  ***4. Add Additional Resources via Resource Mapping***) **B) Columns – Middle Area (Fields Added to the Template)** In the middle area, you see all currently added data fields. Each listed data field results in its own column in the export. The default naming of data fields is a combination of the resource *(e.g. “Assignments”)* and the field name *(e.g. “Start time”).* > For export templates of the type "Assignment", the fields (columns) "**[Assignments] Status**", "**[Assignments] Start time**", "**[Assignments] End time**" and "**[Assignments] Approved**" are preselected by default. > *In this example, they are kept, but they could also be added via the available fields on the left or removed via the red minus icon.* **C) Column Configuration** The right-hand area is reserved for advanced column and search field configuration and is currently empty. This area only appears when you click on a data field added in the middle area *(see step****7. Configure Columns & Filters (Search form******[)](https://support.staff.cloud/a/solutions/articles/44002687068/edit?lang=en&portalId=44000021508#7.-Configure-Columns-&-Filters-%28Search-form%29))*** ## **3. Add Required Fields from the Active Resource** Based on the export type selected in step 1, one database (= resource) is always preselected. Via the available available fields on the left, you can see all data fields contained in this resource. You can scroll through the list or use the search field at the top to find the desired data field. You add a data field to your export template by clicking on it on the left side. From that moment on, it is shown in grey in the available fields list and is listed in the middle area under "Columns". ![](https://support.staff.cloud/kb/attachment/article/183/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1MjAiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.-zb3OxtAbgEwAHqYqhLscXMntaEm5VTWhks9Tlk7brA) *In this example, the preselected resource is "Assignments" (because we selected the export type "Assignments"). Within the Assignments resource, you will also find Project Name, Event Name and Event Function Name (e.g. bartender). Search for these fields using the search field at the top left (Available fields) and select all three fields to add them to the template.* *You will see that the resource name (in this case “Assignments”) is automatically added in front of the field name.* ## **4. Add Additional Resources via Resource Mapping** **Fields are distributed across multiple databases (resources), and sometimes not all required fields are available within a single resource. With the help of****resource mapping****, relationships to other linked resources can be activated, and their data fields will then appear on the left under "Available fields".** > **Important**: Data fields from linked resources should only be used as additional information and not as filter criteria. **How to Activate a Relationship to Another Resource:** 1. Click the Button "Edit Resource Map". ![](https://support.staff.cloud/kb/attachment/article/183/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1MjEiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.70sno3ohf4nTlJvQgw-zQgjqmkPeRIk1PJHcZfvh31I)**** 2. **The resource mapping opens.****Activate the relationship by clicking****on the desired resource. After activation,****a new resource appears to the right of your original resource****.** **![](https://support.staff.cloud/kb/attachment/article/183/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1MjIiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.vfztZrYegGzC-QlGMCWlu9bL_mQty6OTDPDESQv4nvY)** ***For our example, we connect the existing resource Assignments with the resource/databas "* *Assignment Employee"**via Resource Mapping in order to access the names of the employees who were planned during the selected period.* *To do this, open the resource mapping (Edit resource map)* *and activate the relationship to the resource "Assignment Employee"* *by clicking on it.*** 3. **In the newly displayed resource on the right, you can either activate further resources or****expand the available fields below and add the desired data fields to your template****.** **![](https://support.staff.cloud/kb/attachment/article/183/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1MjMiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.WFQxQS6yf-2aIUUAl6hOyW-W-YEP623-twdirlw4na8)** ***In this example, the fields under the relationship are expanded and the data fields "[Employees]******First name******" and "[Employees]******Last name******" are selected by clicking on them.*** *The field "[Employees] **Status**", which is selected by default by the system, is not required in this example. It can either be deactivated directly in the resource mapping or removed via the red minus icon in the export configuration overview (middle area: Columns).* 4. Repeat these steps until all required fields are selected. Then close the resource mapping. Your **newly added data fields** are now **listed**in the middle area Columns, and the left area "Available fields" has been expanded to **include the newly activated resources and data fields.** ![](https://support.staff.cloud/kb/attachment/article/183/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1MjQiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.1B7G31pgq343FD-JXqwjZmWQsFp6cZ78E9FfsTa6qao) > **Detailed Explanation**:**In Staffcloud, the resource "Assignments" is linked to the resource "Assignment Employee" via the data field "Employee ID" (Employee Id). By activating this relationship, we gain access to all master data fields of the employees who were planned during the selected period. It is also possible to activate relationships to other ressources (e.g. Assignment Work Times, Assignment Wages, etc.) if these are required for the export.** ## **5. Select the Output Format** The export configuration offers two output formats: **user-friendly** and **Machine readable.**This determines how values are displayed and formatted in the export. ![](https://support.staff.cloud/kb/attachment/article/183/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1MjUiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.FoEMW0ySQvFUxFQAKpY2wQe6BPkHBpbS7jQNIYZgbQI) **⚠️ The output format is defined once for the entire export template and therefore cannot be configured individually for each data field or column.** The following table shows the output in Excel depending on the selected output format: | **Field type**
*Example-Data fields* | **user-friendly**
***(recommended)*** | **Machine readable**
*(for API / Integrations and*
*certain **Aggregations**)* | | --- | --- | --- | | **DATE & TIME** | | **date-time (Date and time)**
e.g. "Assignment Start time" | **05.07.2025 15:00** | **2025-07-05 15:00:00** | | **Date**
e.g. "Date of birth" | **30.06.1996** | **1996-06-30** | | **Time**
e.g. "Time of day" | **15:00** | **15:00:00** | | **Duration**
e.g. "Work Time incl. Break" | **7.25**(= 7 hours 15 minutes) | **7.25** | | **CHECK BOXES & CHOICE FIELDS** | | **Checkbox**
e.g. "Data Privacy accepted" | **1 |** **0** | **1** | **0** | | **Choice (Dropdown)**
e.g. "Nationality" | **Switzerland** | **535** (= System ID of the chosen value) | | **Multiple choice**
e.g. "Qualifications" | **Cashier, Bar Lead, Logistician** | *(empty)* | | **Multiple choice with levels**
e.g. "Spoken Languages + Language Level" | **German - Native, English - Fluent** | *(empty)* | | **SYSTEM FIELDS** | | **System Status**
e.g. "Assignment Status" | **Assigned** | **6** (= System ID of the current status) | | **System IDs**
e.g. "Assignment ID" | **264104** | **264104** | | **OTHERS** | | **Money**
e.g. "hourly wage" | **€ 20.50** | **20,5** | | **Upload (File upload)**
e.g. "Upload Passport" | *(empty)* | **1581**(= automatically applied Upload ID for this document) | | **HONORABLE MENTIONS / EXCEPTIONS** | | "**Assignments Approved"** | **yes**| **no** | **1**| **0** | | | | | Not all field types show a visible difference in the export depending on the selected output format – the following data fields are displayed identically in both output formats: - System IDs *(e.g. Assignment ID, Employee ID, ...)* - Text fields *(Rich text editor, single-line text fields, multi-line text fields)* - Email address - Phone number - Decimal *(e.g. "body height in meters")* - Index *(e.g. "automatically incrementing employee number")* - Number *(e.g. "manually assigned employee number")* - Website (URL) - Colour codes > Please note that the formatting shown (e.g. in Excel) is primarily influenced by your personal regional and program settings on your device. This also applies to the decimal separator (comma or dot). The settings recommended by Staffcloud can be found here: ***[Article still in progress]*** *In this example, the output format **user-friendly** is selected.* ## **6. Reorder Columns if Required** By clicking on the menu icon of a data field and holding down the mouse button, you can freely reorder the data fields (= columns). You can remove a field from the template using the red minus icon next to it. ![](https://support.staff.cloud/kb/attachment/article/183/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1MjYiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.W8zxZm6U0_Ym4auZuiNf9BSifqbxsk9XJI1CUcJqffs) *In this example, the columns are reordered as follows:* *![](https://support.staff.cloud/kb/attachment/article/183/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1MjciLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.oky7oMiuZwV4cL_XrPNO2ouEgUiOLas4fk5oG6VPais)* ## **7. Configure Columns & Filters (Search form)** When you click on a data field (column), the areas **Column configuration** and **Search form** open on the right. ![](https://support.staff.cloud/kb/attachment/article/183/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1MjgiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.fuNP0Nrn9F5Apl6wGtV33azgVrFpftF3WyJSLP3ghws) ### **Column Configuration** When exporting data, Staffcloud offers several options to make the output clearer, more structured, and more meaningful. The three central functions are **Sorting, Grouping, and Aggregation**. They allow data to be ordered, aggregated, and analyzed—for example by defining a specific order, grouping similar values, or calculating sums and averages. **Change Column Name:** At the top right of the column configuration, you can edit the column name. The name entered here will be used as the column header in your export. ![](https://support.staff.cloud/kb/attachment/article/183/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1MjkiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.OiFKsEzVmdhRgBwHfmR0p8-68C2I6ffYhdVupBfNwGo) *In this example, the column names were renamed so that the resources [Assignments] and [Employees] are no longer displayed in the column names.* *Additionally the following names were changed:* - *[Assignments] Start time → Start* - *[Assignments] End time → End* - *[Assignments] Status → Planning Status* - *[Assignments] Approved → Approved* > **Advanced Column Configuration: For more advanced column configuration (multi-level sorting, grouping, aggregating), please see the this Article: [​](https://support.staff.cloud/en/support/solutions/articles/44002687189)[​](https://support.staff.cloud/en/support/solutions/articles/44002687189)**[​](https://support.staff.cloud/en/support/solutions/articles/44002687189)[​](https://support.staff.cloud/en/support/solutions/articles/44002687189)[**Creating Export Templates: Column Configuration**](https://support.staff.cloud/en/support/solutions/articles/44002687189)[​](https://support.staff.cloud/en/support/solutions/articles/44002687189)[​](https://support.staff.cloud/en/support/solutions/articles/44002687189)**[​](https://support.staff.cloud/en/support/solutions/articles/44002687189)[​](https://support.staff.cloud/en/support/solutions/articles/44002687189)** **** ### **Create Filters (SEARCHABLE) in the Search form - More Meaningful and Faster Results** When exporting a finished export template in Staffcloud, the filter screen always opens first. To see only relevant results in your export, Staffcloud allows you to pre-filter the data. This ensures that you do not export all entries every time, but only those you currently need—saving time in further processing and system resources. To define a data field as a search field (filter), click on the data field in the middle area and activate the SEARCHABLE checkbox on the right under column configuration. The filter is now active, and the filter configuration for this data field opens. ![](https://support.staff.cloud/kb/attachment/article/183/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1MzAiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.g-BS2Tqc0MW3WTeNbX9igFEs3zE7vA3MIeqwlot-PLk) *In this example, the filter for "Start" (= "[Assignments] Start time") is configured so that the date (excluding time) can be limited before exporting.* - *Field type: **date** ****- The data field "[Assignments] Start time" is technically a date-time field. Since filtering date-time fields is not very user-friendly, Staffcloud allows selecting date instead of date-time.* - *Filter type: **in range (inclusive)** - This filters all assignments that start within the specified period (from – to).* If you deactivate the checkbox again, the filter is also deactivated. ![](https://support.staff.cloud/kb/attachment/article/183/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1MzEiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.SV93hjX6WIApwO_-NadU7HOcGfXOT52TG78ERo2qrLI) *In this example, the filters for "End" (= "[Assignments] End time") and Approved (= "[Assignments] Approved") were removed. We only want to filter by assignments that **start**within a specific period and are assigned or confirmed. However, the assignment end and approval status should still be displayed in the export.* *The data field Planning Status (= "[Assignments] Status") is already configured by default to filter assignments with the status Assigned or Confirmed. This is optimal for the example export and is therefore kept.* > **Advanced search field and filter configuration:** **Which types of search fields and filters you can define, and what the different field- and filter types mean for the search form, is explained in this article: [​](https://support.staff.cloud/en/support/solutions/articles/44002760765)[​](https://support.staff.cloud/en/support/solutions/articles/44002760765)**[​](https://support.staff.cloud/en/support/solutions/articles/44002760765)[​](https://support.staff.cloud/en/support/solutions/articles/44002760765)[**Creating Export Templates: Search form Configuration**](https://support.staff.cloud/en/support/solutions/articles/44002760765)[​](https://support.staff.cloud/en/support/solutions/articles/44002760765)[​](https://support.staff.cloud/en/support/solutions/articles/44002760765)**[​](https://support.staff.cloud/en/support/solutions/articles/44002760765)[​](https://support.staff.cloud/en/support/solutions/articles/44002760765)** ## **8. Preview Export & Save Template** **To ensure that all required data fields have been added and the export template is correctly configured, you can preview and test the data via the export preview. Click****Continue****in the action bar at the bottom.** **![](https://support.staff.cloud/kb/attachment/article/183/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1MzIiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.dfwi0c_PwY9P8R0kzgfLiadAaUHJMQd3LIT-V-w2YfQ)** **In the next step****Filter data****, you will see the previously configured search form on the left. Enter the desired parameters and click****SEARCH****.** **If the export template, columns, and filters are correctly configured and the queried data volume is not too large, you will see the results after a short wait. Each applied filter appears as a column, and each result appears as a row.** **![](https://support.staff.cloud/kb/attachment/article/183/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1MzMiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.GjckF6b8-mTMlIhemsLqDTYXBEd2CfiXG0XuJqFRCCE)** ***In this example, we filter by:*** 1. ***Start:****01.07.2025 - 31.07.2025**(choose a time period where assignments took place in your instance)* 2. ***Planning Status:****Assigned****&****Confirmed*** ***After clicking SEARCH, in our case 360 results (rows) appear on the right. The two filters "Start" and "Planning Status" are displayed as the two columns.*** **To see the full results, click****Continue****to go to the (full)****Preview****. On the next page, click****Preview****at the top left to refresh the view.** **![](https://support.staff.cloud/kb/attachment/article/183/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1MzQiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.62V7bOapm6BJTaJC5wzWdfC0QFcdQtkdh-R6PqbjV0o)** **You can now review the result. If adjustments to individual columns are still required, you can make them directly in this view by clicking on the column name - the column and filter configuration will open on the left side.** **![](https://support.staff.cloud/kb/attachment/article/183/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1MzUiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.dT3x3w1ToYKF72zs43oM97nar6LxJf5BOInYIuF07q0)** **If you are satisfied with the result, you can download it directly as a .CSV, .JSON, or Excel file using the buttons at the top right.** **To return to the original export configuration, click "Back" in the action bar at the bottom until you reach the first page again, or click "Configure"** **at the top.** ## **9. Name and Save the Template** If you are satisfied with the export template, click Save in the action bar to open the save popup. Give the new template a meaningful name and click **Save**again. The name alone should immediately make clear to the user which information can be exported with this template. > **Context: None** **What context means in this case, and how you can embed export templates into specific areas such as the team sheet, is explained in this article: [​](https://support.staff.cloud/en/support/solutions/articles/44002663168)[​](https://support.staff.cloud/en/support/solutions/articles/44002663168)**[​](https://support.staff.cloud/en/support/solutions/articles/44002663168)[​](https://support.staff.cloud/en/support/solutions/articles/44002663168)[**Direct Export: Configure an Embedded Export Template**](https://support.staff.cloud/en/support/solutions/articles/44002663168)[​](https://support.staff.cloud/en/support/solutions/articles/44002663168)[​](https://support.staff.cloud/en/support/solutions/articles/44002663168)**[​](https://support.staff.cloud/en/support/solutions/articles/44002663168)[​](https://support.staff.cloud/en/support/solutions/articles/44002663168)** ![](https://support.staff.cloud/kb/attachment/article/183/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1MzYiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.QJ93KHsaunj7iGAocxyIjn0vgnu3kQHuj0MIQA6ik7c) *In this example, the export template is named “Assigned employees within period”.* **Congratulations! Your new export template is fully configured and safely saved!** **![](https://support.staff.cloud/kb/attachment/article/183/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1MzciLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.-yzAAkdGOys8J89hL1-7zrvgfLJlpyJm59ASj2seJG0)** * * * #### **Related articles:** [​](https://support.staff.cloud/de/support/solutions/articles/44002687068)[​](https://support.staff.cloud/de/support/solutions/articles/44002687189)[​](https://support.staff.cloud/en/support/solutions/articles/44002663168)[​](https://support.staff.cloud/en/support/solutions/articles/44002687189)[​](https://support.staff.cloud/en/support/solutions/articles/44002687189) [Exporting Staffcloud-Data](https://support.staff.cloud/en/support/solutions/articles/44002663031) [Creating Export Templates: Column Configuration](https://support.staff.cloud/en/support/solutions/articles/44002687189) *[WIP]*[*Creating Export Templates: Search form Configuration*](https://support.staff.cloud/en/support/solutions/articles/44002760765) [Direct Exports: Using Embedded Export Templates](https://support.staff.cloud/en/support/solutions/articles/44002663129) [Direct Exports: Configure an Embedded Export Template](https://support.staff.cloud/en/support/solutions/articles/44002663168) *[​](http://diy%20tutorials%20for%20frequently%20requested%20export%20templates/)*[​](http://diy%20tutorials%20for%20frequently%20requested%20export%20templates/)[DIY Tutorials for frequently requested Export Templates](http://diy%20tutorials%20for%20frequently%20requested%20export%20templates/) # Workdata proposals The work data is recorded in the 'To Complete' section within the Event Details. The hours worked can be transmitted directly to your employer. The button 'Add work data' is available for this purpose. ![](https://support.staff.cloud/kb/attachment/article/74/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0NDYiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.OuZo7j7XZ-HjYdB9FO4_qetLIOVaDOB-Y9R_N_o4DkE) If you forgot to fill in the work data after your assignment, you will find all assignments where you still have to fill in forms or work data under the heading 'To complete'. You can select the assignment in question to see the details of it. ![](https://support.staff.cloud/kb/attachment/article/74/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0NDciLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.ebgQlp3APB_9dKYGY4bG6NY2ACzT0FyCSPRcwjHaSbg) Working hours and expenses are entered via the button '**Add work data**'. You will find it at the very bottom of the application. ![](https://support.staff.cloud/kb/attachment/article/74/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE0NDgiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.SlSruubTs1JiNwWZU7aa1tedOQtjHv2fgHog-pGUM6I) The data fields can be selected and changed using the time and date selection. Depending your employer´s settings, the expenses can be added in the second part of the work data. Receipts can be attached as a photo or justified with a comment. # Creating Export Templates: Column Configuration # archive or abort projects or single events # Creating Export Templates: Search form Configuration # Check-In and Timestamps # Direct Exports: Configure an Embedded Export Template # Filter and views in Work Data **Description** In the work data section, we support both assignment-based and employee-based views. In addition, various filters and setting options are available in the work data section. These are explained individually below. **Grouping work data by assignments or by employees** The grouping mode allows you to switch between the different views: ![](https://support.staff.cloud/kb/attachment/article/22/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2NjMiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.j-f-ZQsfS87TIfN3n6HkVWcG1teo5ijDdtG5eXJHWXw) **Filtering by projects, events, functions and — if the add-on is activated — teams** The filters from assignment planning are also available in the work data section. In addition, it is also possible to filter by payroll approval status: ![](https://support.staff.cloud/kb/attachment/article/22/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2NjQiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.o2SAXWp795h_l_O18COBi2sViExBC9EdyrRKLPnkTbM) **Additional filter options** The funnel icon can be used to apply additional selections to the work data: ![](https://support.staff.cloud/kb/attachment/article/22/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2NjUiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.pwhBkSXEJ_3Qrr4jq1v81iNFgDq5G4wP_fgA5dVp7dE) The full-text search can be used to search for employee names in the employee view, and for event names in the assignment view: ![](https://support.staff.cloud/kb/attachment/article/22/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2NjYiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.S4o0G3AOq46zh96_Ny_BzjNrctX9wG-zMIJvCyOi2OE) **Hide accepted proposals** *Only available if the “Submit work data” or “Mobile time tracking” add-ons are activated* The gear icon can be used to define whether already accepted suggestions should be hidden. ![Aufzeichnung 2026-04-27 150213l](https://support.staff.cloud/kb/attachment/article/22/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2NjgiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.vVSs-OQG7n4rYkDHmlScvfXwxxLcPpNf_gAidNxx7KA) # Applying for ignored assignments If an assignment has been **ignored** within the invitations, it will no longer be displayed. To apply for an assignment that you previously ignored, you can use the filter under **My Invitations**. First, go to **See** **All** in the My Invitations section. ![](https://support.staff.cloud/kb/attachment/article/76/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2ODUiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.kSzLFaKZOsJ4SnmCbcCO4hK3ARgOirz0J3O5JJv8Efo) Here, you will find a filter. ![](https://support.staff.cloud/kb/attachment/article/76/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2ODYiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.KdXUTGDaAYkWAqVuUqtoh14CwFdlljwNoURcWwok-1c) Click on the filter and also select **Ignored**. Then click **Apply Filter**. ![](https://support.staff.cloud/kb/attachment/article/76/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2ODciLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.7Zt36-SirsVDq4EByQn8M_7jsFeQOmcG1hhB0GSUDzY) The ignored invitations will now be displayed again. You can now apply for this job again by swiping to the right or by clicking on the assignment and then clicking **Apply**. ![](https://support.staff.cloud/kb/attachment/article/76/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2ODgiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.DBbHMhxLCH3CeWSV_MP06i2FecS7euKiobK25kuU-_A) # Creating Tags for Projects, Employees and Recruitment ### **What are Tags and how do they work?** The **Tags** feature in Staffcloud allows planners to create and assign custom labels (tags) across the following areas: - **Project overview** - **Employees** - **Recruitment** > > **Note:** Tags are **only visible to planners** and are **not shown to employees**. * * * ### ✅ **Creating Tags** **Path:** `Configuration > General Settings > Value Lists > Tags` Here, you can: - define the tag name, - select a color, - and choose the areas where the tag should appear (Projects, Employees, Recruitment). ![](https://support.staff.cloud/kb/attachment/article/13/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjExNjUiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.DrrLVbQzTVNNE_VeCRuXDL982CsoelbObbh2F3EwA8o) ### **Using Tags with Employees & Recruitment** **1. Assigning tags:** In the *Employees* and *Recruitment* sections, a new **Tags** column is visible. - Click the “+” icon to assign one or more tags to a profile. - Click the **X icon** next to a tag to remove it. ![](https://support.staff.cloud/kb/attachment/article/13/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjExNjYiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.K9j4it9Fwq5kg2fsIvHOy_qFYAhrsQq1xIujbew3DgI) **2. Filtering by tags:** Use the filtering options to display only those entries that match specific tags. ![](https://support.staff.cloud/kb/attachment/article/13/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjExNjciLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.zxruVToV2czClUUs2lL6X8FJrj9DZvGV52XZkuP7zU0) * * * ### **Tags in the Project Overview** **1. Tagging projects:** - Use the “+” icon in the project list to assign tags to projects or events. **2. Filtering by tags:** - A filter above the project list allows you to display only projects or events with selected tags. # How to Troubleshoot Push Notifications Not Working on Android If push notifications are not working on your Android device, it can cause you to miss important updates and alerts. This guide will help you troubleshoot and resolve the issue effectively. Follow the steps below: ## 1. Check Notification Settings - Go to **Settings** on your Android device. - Tap on **Apps** or **Apps & Notifications**. - Find the Staffcloud App - Ensure that notifications are enabled for the app. - Check if any specific categories of notifications are turned off. ## 2. Verify Device Do Not Disturb Mode - Ensure that your device is not in **Do Not Disturb** mode. - Go to **Settings > Sound > Do Not Disturb**. - If enabled, turn it off or allow exceptions for notifications. ## 3. Check App Permissions - In the Staffcloud, app, navigate to **my profile -> settings** - Ensure that notifications are enabled ![](https://support.staff.cloud/kb/attachment/article/77/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2ODAiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.DMSAsrRqS131-Xp6BNcX7LAuKR2TOUT4LsGSXT13az0) ## 4. Verify Battery Optimization Settings - Some devices restrict app activity to conserve battery life. - Go to **Settings > Battery > Battery Optimization**. - Select the Staffcloud app and choose **Don’t Optimize**. ## 5. Update the App and OS - Ensure that both the app and your Android operating system are up-to-date. - Visit the **Google Play Store** to check for app updates. - Go to **Settings > System > Software Update** to check for OS updates. ## 6. Restart Your Device - Sometimes, a simple restart can resolve notification issues. - Hold down the power button and select **Restart**. ## 7. Reinstall the App - If the issue persists, try uninstalling and reinstalling the app. - Backup any important data before uninstalling. ## 8. Contact Support If none of the steps above resolve the issue, reach out to support@staff.cloud. By following these steps, you should be able to restore push notifications on your Android device. [If the problem persists, consider consulting with your device manufacturer or carrier for additional support.](https://support.google.com/android/answer/9079661?hl=en "https://support.google.com/android/answer/9079661?hl=en") # Pay Runs & Payslips Provision To utilize this feature, the "Pay Runs" add-on is required. In this article I will explain: - how to create a pay run - how to provide payslips with automated assignment - how to create a pay run - how to provide payslips with automated assigning of documents to employees **Go to** - Quick and Easy Summary of Approved wages - Keep Track of Pay Runs and Included Wage Data - Mark Pay Runs as "Paid" - Provide Payslips through Staffcloud * * * Our pay runs help keep track of wage payouts. Approved wages can be added to a pay run. Once paid, a pay run can be marked as "Paid," which prevents any subsequent opening/editing of the paid wages. Multiple pay runs can be created in the system simultaneously to represent complex billing processes on a project or client basis. Within the pay run, you can provide employees with their payroll documents for viewing in the app. ## ## Quick and Easy Summary of Approved wages In the Finance section, a new pay run can be created with just a few clicks, directly capturing the approved wages for a specific period, optionally filtered by project or client. ![alt text](video:https://smartbridge365.sharepoint.com/sites/customer.success/_layouts/15/embed.aspx?UniqueId=4cacd48f-ad58-462e-806c-002da545168e&embed=%7B%22ust%22%3Afalse%2C%22hv%22%3A%22CopyEmbedCode%22%7D&referrer=StreamWebApp&referrerScenario=EmbedDialog.Create){height=360 width=640} > *Caution: To create an empty pay run, there must be no approved wage present according to the filter criteria.* > As long as a pay run is not marked as "Paid," already added wages can be removed in the detailed view of the pay run (more about the detailed view in the next section) or in the "Work Data" tab. Additional wages can also be added to an existing pay run by selecting the desired assignments and using the sub-menu "Add to Pay Run" or "Remove from Pay Run" at the bottom of the screen. ![](https://support.staff.cloud/kb/attachment/article/199/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1OTIiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.4PvzmirOoeFXUGYk9bS1srHctfEQY63YpCrZw-0y7mw) ## Keep Track of Pay Runs and Included Wage Data In the overview table, all pay runs are listed with the most important data. Above the table, there is a filter to differentiate between open and paid pay runs. Click on the title of a pay run to view detailed wage data for that pay run. ![](https://support.staff.cloud/kb/attachment/article/199/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1OTMiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.nupUR76yNzSrvSVAkjFvL0LmYAxQ8uoWGtbKOUTVPzE) In the detailed view of a pay run, all assignments with approved wages that have been added to this pay run are listed. If employees had multiple assignments, they will summarized. Clicking on an employee's name breaks down the composition of the wage total into the individual wage types for each assignment. ![](https://support.staff.cloud/kb/attachment/article/199/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1OTQiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.uJkvQlqNM_A0KpY7Aufmakt-nmGh_HyQtR-PVnjhtCk) ## Mark Pay Runs as "Paid" A pay run can be marked as "Paid" after the payout, locking the contained wages for further processing. No additional wages can be added to a pay run that has already been marked as "Paid." Paid pay uns can be recognized in the pay run overview by the green check mark on the left side of the row. ![](https://support.staff.cloud/kb/attachment/article/199/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1OTUiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.h5GRpb342XeOHTQCIi_fpewJ_T1bfqnWrneVbfIfZC0) > *Depending on your wage processing workflow, the marking as "Paid" can also be done directly when transmitting wage data to the payroll accounting. For questions regarding the best time to mark pay runs as "Paid", our support team is happy to assist.* ## Provide Payslips through Staffcloud For each pay run, there is now the option to upload employees' payslips. To do this, go to the detailed view of a pay run and click "Upload Payslips". ![alt text](video:https://smartbridge365.sharepoint.com/sites/customer.success/_layouts/15/embed.aspx?UniqueId=7028c9ff-080e-4e8b-9e93-bdcd49532012&embed=%7B%22ust%22%3Afalse%2C%22hv%22%3A%22CopyEmbedCode%22%7D&referrer=StreamWebApp&referrerScenario=EmbedDialog.Create){height=360 width=640} > *To ensure the files are correctly assigned, the file name must include a unique ID, which is maintained in the employee profile, e.g. the ID of the payroll accounting program or the employee's social security number. In the configuration section >> Add Ons >> Pay Runs, you can define which data field will be used for this assignment of documents. If the ID is at the beginning of the file name, no further configuration is necessary after selecting the data field. If the ID is not at the beginning of the fle name, please contact [support@staff.cloud](mailto:support@staff.cloud) for assistance with configuring the "regular expression".* > Alternatively, payslips can be uploaded individually for each employee through clicking on the three dots at the right end of the employee's data line.  > ![](https://support.staff.cloud/kb/attachment/article/199/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1OTYiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.e-FcXe0pE6Nzo9MDoQDIEq2hs_13B0gf0MIGOv4FpOk) The payslips can now be viewed by employees in the app under "My Profile" in the section "Pay slips". # Overview Employee Management In the ‘Employees’ tab, you can manage your staff members, applicants and candidates. The ‘Applicants’ tab is only shown during an active [2-step recruitment process](https://support.staff.cloud/de/support/solutions/articles/44001767260).Filter and Search Criteria On the left, you find a ‘simple search’ and an ‘advanced search’. You can [configure](https://support.staff.cloud/de/support/solutions/articles/44001767393) the search criteria shown under ‘personal data’. ![](https://support.staff.cloud/kb/attachment/article/41/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEzMTEiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.DznWO1zV5cb1lFtGJ8pdUMo5jigHpoBlADixqLD2xcM) Below the search criteria, under ‘other data’ you can find filters which let you search for a certain status or timeframe. ![](https://support.staff.cloud/kb/attachment/article/41/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEzMTIiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.ShUNULO5WmENwkWcHfNNh2A6dwZpW28GMkJ360V8gIY) Employees The ‘Employees’ tab shows all employees according to your chosen filter criteria. By default, the status filter is set to ‘active’. ![](https://support.staff.cloud/kb/attachment/article/41/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEzMTMiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.9s56aMQV7Lxj0PBGVFjYFOgMpZiQWLbIGCVQE5C33IU) Employee Management Key - Employee management - Selector Box -> lets you edit or send messages to several employees at once - Symbols - | Symbol | Explanation | | --- | --- | | ![](https://support.staff.cloud/kb/attachment/article/41/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEzMTQiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.GIt8xMF3G5gUDYosCzx6wAzR0iXnMXnDZ1Kdxf475t0) | This shows the staff member’s calendar. | | ![](https://support.staff.cloud/kb/attachment/article/41/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEzMTUiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.EaOeyWhb7kWB7r2Cvx9IFUF9u3_y5gBDQaOhp4NzxNI) | Send the employee a message via this symbol. | | ![](https://support.staff.cloud/kb/attachment/article/41/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEzMTYiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.IF2SkPuZ1wP2j-8HT-GwyYkpaw6IYXETHq37UdPGSQY) | Here, you can rate the staff member. | | ![](https://support.staff.cloud/kb/attachment/article/41/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEzMTciLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.JzEH3_tmSyPpG0TT-PKptV5gueKcatyYZOjDDXFQQmI) | Use this to configure their profile or sedcard. | | ![](https://support.staff.cloud/kb/attachment/article/41/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEzMTgiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.B1mh9CJLZe3CijnVhU1u0btf59oczs0x3W3rsoRng-4) | Use this to deactivate employees. | | ![](https://support.staff.cloud/kb/attachment/article/41/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEzMTkiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.Br0MqDP1HCKN_0M4dcYv0QuuZmXY5ES48eSGIcfNfg0) | Use this to delete the employee’s data (such as for GDPR reasons) | | ![](https://support.staff.cloud/kb/attachment/article/41/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEzMjAiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.jidmBStgrdl0LAdru7u3tK7yOp30LHoqgJCe-vrgdGo) | Sets the employee to ‘active’ again |4. Action buttons to perform the following actions for one or more selected employees:a) set to ‘inactive’b) delete employee(s)c) send a reminderd) edit employee profile(s)e) send a messagef) send login data (by using this, you overwrite the employee’s current password)g) configure sedcardsh) export data Applicants and Candidates The ‘Applicant’ and ‘Candidate’ tabs feature one more symbol aside from the functionalities already listed for the ‘Employees’ tab:| Symbol | Explanation | | --- | --- | | ![](https://support.staff.cloud/kb/attachment/article/41/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEzMjEiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.6DNv6eMkdq8_UD1Kedncq-3QRcWjAI775gEGzjztVDg) | By clicking on the bell symbol, you send a reminder to applicants with the status ‘incomplete’ or ‘provisional candidate’. The reminder contains a link which allows them to amend their application form. |To retain a clear structure for the application process, applicants are always shown with their current status:| Status | Explanation | | --- | --- | | Incomplete | This status is shown in the 2-step application process if the applicant has not yet completed the first step (e.g. by clicking on ‘Continue later’ in the application form). | | Applicant | This status is shown in the 2-step application process once the first step has been completed. | | Provisional Candidate | This status is shown EITHER in the 2-step application process if an applicant was accepted, but they have not completed the second step yet, OR in the single step application process if an applicant has not handed in their application yet. | | Candidate | This status is shown if all steps have been completed by the applicant. |Another difference to the " Employee" tab is that planners can save the entered data of the "Applicants" and "Candidates" even if not all mandatory fields have been filled in yet. Before someone can be activated as an "employee", all information in the mandatory fields must be present. # How to Troubleshoot Push Notifications Not Working on iOS Push notifications are essential for staying updated, but if they are not working on your iOS device, there are several steps you can take to resolve the issue. This guide provides a detailed troubleshooting process to help you ensure notifications are properly configured and functioning. ## Steps to Resolve Push Notifications Issues on iOS: ### 1. Check Device Settings: - Open the **Settings** app on your iPhone or iPad. - Navigate to **Notifications**. - Find the Staffcloud app and tap on it. - Ensure that the *Allow Notifications* toggle is enabled. - Verify that the notification types (e.g., Banners, Sounds, Badges) are correctly configured as per your preferences. ### 2. Verify App-Specific Settings: - Check in the Staffcloud App wheter Push notifications are anabled - Open the app, go to my profile -> settings and ensure the notifications are anabled: ![](https://support.staff.cloud/kb/attachment/article/78/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2NzkiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.VX7durMAeevrkEaVTGoIwALIz_DFrW-RtVTbxg_ZiOU) ### 3. Check Do Not Disturb or Focus Mode: - Ensure **Do Not Disturb** or any active **Focus** mode is not blocking notifications. - Go to **Settings > Focus** and review the active modes. - Disable or adjust settings to allow app notifications. ### 4. Update the App and iOS: - Ensure the app is updated to the latest version by visiting the **App Store**. - Check for any iOS updates by going to **Settings > General > Software Update** and install if available. ### 5. Check Network Connectivity: - Push notifications rely on an active internet connection. - Ensure your Wi-Fi or cellular data is working properly. - Test accessing other online services to confirm network stability. ### 6. Reinstall the App: - If the issue persists, uninstall and reinstall the app. - After reinstalling, log in and check if notifications are working. ### 7. Contact Support: - If none of the above steps work, reach out to support@staff.cloud ## Additional Tips: - Ensure that the device is not in Low Power Mode, as this can limit background activities, including notifications. Disable Low Power Mode by going to **Settings > Battery**. - If you are using a VPN, try disabling it temporarily to see if it resolves the issue. - Reset the network settings on your device if connectivity issues persist. Go to **Settings > General > Transfer or Reset iPhone > Reset > Reset Network Settings**. Note: This will remove saved Wi-Fi passwords. # Onsite-Reports with Reporting Forms By integrating a form builder tool, you can request information from employees via a form before or after each assignment. To use this functionality, you need the ‘Reporting’ add-on and an account for one of our supported form builders. Please ask our support team which form builders are currently supported. In this article I learn about: - How to define assignment reports for projects and events that employees must complete. - How employees can recognise that they need to complete an assignment report. - How to check which assignments have already had forms completed for them. **Go to:** - Add assignment reports to projects and events - Checking the completed forms * * * To use the forms in Staffcloud, you must first set up the connection between Staffcloud and a form builder. Click here for instructions. * * * ## **Add assignment reports to projects and events** With this integration, you can create forms in a form builder and save them in selected projects or events in Staffcloud so that employees can fill them out. > Please ensure that your forms meet all the criteria for reporting forms. To add a form in Staffcloud to a project or event, select the desired items in the project overview and click on ‘Edit x events’ at the bottom of the screen. The project management for the selected projects and events will now open. Now switch to the ‘Reporting’ tab in project management. Forms for the project can be defined on the left-hand side. These are automatically applied to all events in this project, including events added later. Forms for the selected events (see filter icon to the left of the project title) can be added on the right-hand side. > If forms have been defined at event level, the forms are not automatically applied to newly added events. Multiple forms can be combined per event or project. ![](https://support.staff.cloud/kb/attachment/article/206/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1OTciLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.quBu3T6hb0EgnRlJsgZuRNpn_jpEswOrYsApikexoYA) Use the ‘Select form’ field to select the form you want to save and click on ‘Add’. The configuration options for the form will now appear. Each form can be filled out once per assignment. If the form may/should be filled out multiple times, tick the ‘Allow multiple entries’ checkbox. The ‘To be completed’ setting defines when a report should be submitted (before or after an assignment). The “Is Required” checkbox determines whether filling in the form is mandatory, and ‘Send reminder’ determines whether an employee should be automatically reminded to fill in the forms by means of a notification. Save your changes by clicking on ‘Save’. The links to the forms are now displayed in the assignments of the project or events according to the form configuration. * * * ## **Checking the completed forms** In Staffcloud, you can check whether the defined forms have been completed for each assignment in the ‘Work data’ tab. In the ‘Approvals’ column, you will find a form icon whose colour indicates the current status. ![](https://support.staff.cloud/kb/attachment/article/206/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1OTgiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.SnZjPpP4fVjnsi9s3A9nk7O5hJcQcLM4FIgrb3bFjyU) Clicking on the form icon displays details about the form, the settings and the time of submission in another window. ![](https://support.staff.cloud/kb/attachment/article/206/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1OTkiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.DZemfLP0qJQ3Q3btPd17aslbDEIX-I9m4Uo5Lc4gngs) To view the details for multiple assignments in one step, select the relevant assignments using the checkboxes, click on the three dots next to ‘More’ at the bottom of the screen and select ‘View reporting forms’. ![](https://support.staff.cloud/kb/attachment/article/206/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2MDAiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.vG6FaS2l2n6UUxEmsq-swiQnwSEmDQbCViZ8VUriv-8) You can access the requested data directly via your Formstack account or via a specified storage location. # Edit and Approve Work Data **Work data** is used to adjust and approve working hours after an assignment has taken place. Wages, compensation and similar payroll-related data can also be adjusted and approved here. ## Basics Under the **Work Data** tab, the times and wages for completed assignments can be edited, checked and approved. Choose between the views **By Events** or **By Employees**. You can filter the work data as needed. ## Editing and approving working hours and wages for one person In Configuration -> Projects -> Staff planning, you can define whether working hours and wages should be edited and approved together or in two separate steps, for example if one person approves the working hours and another person approves the wages afterwards. The default setting is the simultaneous approval of times and wages: ![](https://support.staff.cloud/kb/attachment/article/23/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2NjkiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.5FV3mtDe4cHBwLbnwh031OD2vS-f3ydcx4MEJFc06Gc) In the work data section, you can edit the working time and wages by clicking on the time or wage profile. If two-step editing/approval is enabled, selecting a time opens the time editing view, while clicking on the wage profile opens the wage editing view. After entering the desired times and wage data and clicking **Save**, the times and wages can then be approved. ![](https://support.staff.cloud/kb/attachment/article/23/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2NzAiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.ED13E58k0f9Sg3TV_QNxwLd2pw3picLHPuOz9_OQEdo) Approved times and wages are marked with the green icon. ![](https://support.staff.cloud/kb/attachment/article/23/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2NzEiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.BbafFGDgDkc4A3_zUuZKg3M0xMWYsquRTrZy8PBFOXg) When hovering over the approved wage, you can directly see how the displayed total wage is calculated. ![](https://support.staff.cloud/kb/attachment/article/23/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2NzIiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.aS5U9c1TVHTjxY1l2xGWew2mgFLvz4p8Gl83VeUn1hg) To undo an approval, click directly on the green icon. You can either reopen only the wages or both times and wages. ## Editing and approving multiple working times and wages You can edit the working times — start, break start, break end and end — of multiple assignments at the same time by selecting the relevant assignments and then choosing the **Edit Times and Wages** button at the bottom. In the same way, you can also assign a new wage profile to multiple employees or assignments and then edit it. By clicking **Approve** after saving the changes, you can directly approve multiple working times and wages at the same time. # Employee status within the Staffcloud app Here you will find an **overview of the statuses** that are important when working with Staffcloud. They refer to the assignment statuses, which are displayed in different colors in the app. The following statuses are available: - **Invited** (purple) - **Applied** (yellow) - **Ignored** (grey) - **Assigned** (blue) - **Confirmed** (green) - **Rejected** (red) **The “usual” process is as follows:** 1. You are **invited** to one or more shifts. This means that your employer has open jobs and is inviting you to apply for them. You can find all invitations in the app under **My Invitations**. 2. You can respond to invitations either by **applying** — meaning that you let your employer know you would like to work — or by **ignoring** them if you cannot or do not want to take on the job. 3. Once you have applied, your employer can still decide whether to **assign** or **reject** you. 4. If you do not receive any information about being **assigned**, this means you did not get the job. You can find your assigned shifts under **My Assignments**. Depending on your employer’s configuration, you may still be able to **confirm** these assignments. This lets your employer know that you have acknowledged the assignment and will be on site. If you have applied for several jobs or shifts on the same day, it is possible that you will receive two emails for that day: one confirming the assignment and another one regarding the cancelled shifts. [Übersicht der Mobile App](https://smartbridge.bolddesk.com/de/kb/article/70/übersicht-der-mobile-app) [Auf Einladungen in der App reagieren](https://smartbridge.bolddesk.com/de/kb/article/71/auf-einladungen-in-der-app-reagieren) [Meine Einsätze einsehen und bestätigen](https://smartbridge.bolddesk.com/de/kb/article/73/meine-einsätze-einsehen-und-bestätigen) # Formal criteria for reporting forms With the integration of a form builder, you can collect information from employees via a form before or after each assignment. To use this functionality, you need the "Reporting" add-on and additionally an account with a form builder that has an existing integration with Staffcloud. You can find out which form builders are supported by the "Reporting" add-on from our support team. In this article, you will learn: - which formal criteria a reporting form must meet to fully utilize the functions of the "Reporting" add-on * * * ## Add a webhook URL The webhook URL can be found under Configuration > Add-Ons > Reporting https://[tenant].staff.cloud/api/v1/reporting-webhooks/submissions?authorization\_bearer=Bearer%20[StaffCloud API Key] and should be supplemented accordingly with: tenant: your instance name (found in the browser → http://[tenant].staff.cloud Staffcloud API Key: you received this from support at the very beginning (see point 1.) (please omit the brackets [ and ]) * * * ## Field 'AssignmentId' and other pre-filled information To ensure the submitted form is assigned to the correct assignment, each form must include the 'AssignmentId' in the main section. > > Depending on the form builder, the AssignmentId can also be included as a hidden field. More information can be found in the specific instructions for your form builder. In addition to the mandatory 'AssignmentId' field, other fields can be added which will then be filled automatically: | ProjectName | The project name from Staffcloud will be inserted here. | | --- | --- | | ProjectId | The (internal) ID of the project will be inserted. | | EventName | The event name will be inserted. This also works for automatically generated names, e.g., from the assignment location. | | EventId | The (internal) ID of the event will be inserted. | | FunctionName | The designation of the function will be inserted. | | FunctionId | The (internal) ID of the function will be inserted. | | AssignmentStatus | The status (assigned, confirmed, etc.) will be inserted. Especially relevant for forms to be completed before the event. | | EmployeeId | The (internal) ID of the employee will be inserted. | > > Please note that the **capitalization must be exactly as indicated here**! Otherwise, the data will not be processed correctly. # Recruiting with Staffcloud **The link to your application form**: https://<<your name>>.staff.cloud/recruiting You can open the link directly by clicking on the Add Applicant button in the Recruiting section: ![](https://support.staff.cloud/kb/attachment/article/42/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEzMjIiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.vkTstoURHoOvV6QaUIwElcNNlU-kw_MRNhzzQhXefJI) Staffcloud makes it quick and easy to recruit new employees. Applicants can submit their data and documents directly via the application form. You determine what information an applicant must provide. All necessary information can be requested and validated using the online application form, and documents and other files can also be submitted. Applicants can be viewed and processed centrally in the Recruiting area: ![](https://support.staff.cloud/kb/attachment/article/42/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEzMjMiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.7MAL6Kk2o6CCyY-d86w1ZPRIJ5Hmn_xdOumv71MbwGM) The bars on the right show how many mandatory data fields have already been filled in and what information is still missing: ![](https://support.staff.cloud/kb/attachment/article/42/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEzMjQiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.2Gs6YDOyP3rZrbnwRlBf1Ize6A3a1Lfp9Skw_gguvAs) Recruiting in 1 or 2 steps Staffcloud offers two different recruitment processes. Under Configuration -> Settings -> Recruitment, you can specify whether you want to work with one or two steps (if this selection is not available, the "2-step application" add-on has not been booked. If you would like to book this, please contact us at support@staff.cloud). **Please note:** If you switch from a 2-step application process to a 1-step application process, the "Applicants" tab in the employee database, including the applicants, disappears. If you reactivate the 2-step application process, the applicants will be displayed again. ![](https://support.staff.cloud/kb/attachment/article/42/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEzMjUiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.CtKZytg0iDFNxfoEamwrEq9ZrWYIkP_LxD26Zitgduc) Applicants and Candidates To retain a clear structure for the application process, applicants are always shown with their current status in the employee database: | Status | Explanation | | --- | --- | | Incomplete | This status is shown in the 2-step application process if the applicant has not yet completed the first step (e.g. by clicking on ‘Continue later’ in the application form). | | Applicant | This status is shown in the 2-step application process once the first step has been completed. | | Provisional Candidate | This status is shown EITHER in the 2-step application process, if an applicant was accepted, but they have not completed the second step yet, OR in the single step application process, if an applicant has not completed their application yet. | | Candidate | This status is shown if all steps have been completed by the applicant. | The 2-Step Application Process Whenever a 2-step application process is activated, the employee database shows the additional tab ‘Applicants’.  All applicants which are currently taking the first step of the process are listed as ‘applicants’. Once they are accepted for the second step, they move to the ‘candidates’ tab. The counter shows how many applicants have completed each step. ![](https://support.staff.cloud/kb/attachment/article/42/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEzMjYiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.OyigE1XR4I0G4zzfxw43ucLY31wbblOZLFrp95EHgWc) An example of a 2-step application process: In the first step, the applicant enters the most important information, such as name, age, contact details and, if applicable, nationality or a photo. As soon as the application is temporarily saved ("Continue later" button) or sent, the data record appears in the "Applicant" tab either as "Incomplete" or as "Applicant": ![](https://support.staff.cloud/kb/attachment/article/42/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEzMjciLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.LMf1OQq46ruDN_HJDLgDXcxdEBckijmdajI0shyPVmI) Open the applicant's profile by clicking on the name to view the submitted data in the employee data sheet. You can also conduct an introductory interview with the applicant at this point. Click on "Accept as candidate" at the top right of the employee data sheet if you are satisfied with the application. At this point, the applicant becomes a "provisional candidate" ("Candidates" tab) and receives an email with the positive message and a link that leads to the second step. By clicking on "Reject", the applicant will be informed of your decision and their data will be irrevocably deleted from Staffcloud. ![](https://support.staff.cloud/kb/attachment/article/42/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEzMjgiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.LtQHoXJIHqqBZfLBnuHLXlnvn5yVSsrjtpVmlfknvFA) In the second step, the applicant fills in additional information such as administrative data (national insurance number, bank details, marital status, etc.) or any data necessary for your daily business (such as clothing size, driving licence, etc.).Once they have completed the form, their status switches from ‘provisional candidate’ to ‘candidate’ and the counter in the ‘candidates’ tab goes up.Candidates can then be activated, which means that they enter the active employee pool. Upon activation, the new employee receives their Staffcloud login information via email.The 1-Step Application ProcessAs opposed to recruiting in 2 steps, here the applicant submits all of their information via a single form. You can then accept them as an employee or decline their application (much like you would in the second step of the 2-step application process).Configuring the Application FormThe application form can be made up of up to 5 pages. You can find these pages under Configuration -> Employees -> Employee Forms in the drop down `Recruitment Page 1/2/3/4/5’. Leave later pages empty to shorten the form and conclude the recruitment in fewer pages. For example: Pages 4 and 5 are left empty -> recruitment is concluded once recruitment pages 1, 2 and 3, as well as an optional gallery page where candidates can upload images, are shown. ![](https://support.staff.cloud/kb/attachment/article/42/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEzMjkiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.vGOroxQ-xR-rv3K_Nm7aaNasFD438Zkpg1-OZkP0Bh0) You can find the settings for your recruitment process under Configuration -> Recruitment. This is where you can configure- whether the recruitment process is activated- which recruitment process you want to use- which page you would like the second recruitment step to start on - whether you want to use the gallery, and which step it should be incorporated into (it is always shown at the end of the chosen step). ![](https://support.staff.cloud/kb/attachment/article/42/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEzMzAiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.jVxPUeoVMrTHoX8duDUEt_QgShHw7Qi2Pj5iPXJASOs) Amending Notification Emails During the recruiting process, you can send several automated notifications to your applicants. You can see and configure these notifications under Configuration -> General Settings -> Notifications: ![](https://support.staff.cloud/kb/attachment/article/42/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEzMzEiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.o0feTea2zpvhXjsPLBGj2O0EWR0pEm48bVTREHwYog4) You can edit the subject and body text of the following notifications:| Application received (applicant) | 2-Step application process | This is sent to applicants on completing the first step in the recruitment process. | | --- | --- | --- | | Invite candidate to second step | 2-Step application process | This is sent to provisional candidates upon accepting them in the first step of the recruitment process. | | Application received (candidate) | Both recruitment processes | This is sent to candidates upon completion of all recruitment steps. | | Applicant declined | 2-Step application process | This is sent to applicants where the application is declined in the first step of the recruitment process. | | Candidate declined | Both recruitment processes | This is sent to candidates where the application is declined in the second step of the recruitment process. | | Applicant: application incomplete | 2-Step application process | This is sent automatically or manually (via ‘Send Reminder’) and contains a link with which the applicant can complete the first step of the recruitment process. | | Candidate: application incomplete | Both recruitment processes | This is sent automatically or manually (via ‘Send Reminder’) and contains a link with which the candidate can complete the second step of the recruitment process. | | Employee welcome | Both recruitment processes | When you accept an applicant, this message is sent to the new employee and contains their login data. | | Applicant or candidate invited | Both recruitment processes | This is sent via email to an applicant or candidate when they are invited to an assignment (such as a trial shift, interview, training day, etc.). | | Applicant or candidate assigned | Both recruitment processes | This is sent via email to applicants or candidates when they are assigned to a job. | Remind an Applicant/Candidate That Their Application Is Incomplete Send a reminder to people who have not completed their application. To do so, select one or more applicants who have not completed a step in the recruitment process (status ‘incomplete’ or ‘provisional candidate’) and click on Send Reminder. ![](https://support.staff.cloud/kb/attachment/article/42/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEzMzIiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.WPbGYmICuCTHi_NwF6KrSqa83XKAyxafSdWebj5fP1g) This process can also be automated under Configuration -> Recruitment. Here, you can configure how often applicants with an incomplete application / provisional candidates will be reminded and how many days should pass between reminders. In addition, you can set up an automated process for deleting applications after a certain time period (from the date of the last reminder). ![](https://support.staff.cloud/kb/attachment/article/42/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEzMzMiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.0QIZY7w1aBX5fgCuJHIub1kamg8SAHbf3Pg9yiztxGo) # Search and filter functions in "My Invitations" # Creating Contract Templates To use this functionality, you need the Contracts Add-On as well as a valid contract with YouSign or Skribble for digital signatures. Our team is happy to support you at **support@staff.cloud** when creating templates. In this article you will learn how to create a new contract template, which settings are required and how to use placeholders and attributes correctly ## **Access Contract Templates** ## Go to: Configuration → Add-Ons → Contract Templates. Here you can edit existing templates or create new ones:  ![](https://support.staff.cloud/kb/attachment/article/210/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2MDEiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.mQ4avsxs2muRwRP-qZQuOAw2EFcegs09bxHj5Q5COmQ) ## **Create a New Template** Click "Add new template". The editor will open. ![](https://support.staff.cloud/kb/attachment/article/210/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2MDIiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.l-zMErmEQpcUTd_XHboJl4zQ63Px8RwbV1Tjkx4ZiqA) ## **Basic Settings** Each template requires the following: - Name: Internal template name (e.g. "Fixed-Term-Employment Contract EN 2026") - Contract Type: Select for which contract type this template is valid. The contract type refers to the value stored in the employee profile. Contract types are configurable collections, e.g. permanent contract, short-term employement, freelance contract,.. The template will only apply if the employee´s contract type matches. - Validity period: Defines how long this template is valid and selectable. Useful for handling legal updates and versioning. - Signature type: Seal only → Contract is sent for information only (company electronic seal). Digital signature required → Employee must digitally sign via YouSign - PDF Appendix (optional): You can attach additional .pdf files (e.g. training documents, privacy notes...) ## **Formatting the table and using placeholders** Use the formatting options for Header, Content and Footer. Use Placeholders to automatically insert system data into the contract. Examples from the employee profile: - First name / Last name - Address - Date of birth - Contract type - Employee ID ![](https://support.staff.cloud/kb/attachment/article/210/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2MDMiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.SPFAjpZuYvLYJfPUrqJjdLrk7aYYFPWWgKiH8u1XJxM) You can also insert attributes from: - Projects - Events - Clients - Contacts - Assignments - Wages This allows dynamic contract wording such as: Max (employee first name) Muster (employee last name) will work on May 15, 2026 (assignment start date) at the Summer Festival (Event name) as service staff (assignment function) Under "Data", special system attributes are available: - Company electronic seal - Employee digital signature - Contract sending date These are typically placed at the end of the template. Best Practices - Use the **validity period** instead of overwriting templates. - Always test with a **test employee profile**. - Ensure all required fields are maintained in employee records. - Separate templates by country/legal framework if applicable. # Pricing for extended services provided by Staffcloud Support *Status 01/2023* Services are charged per quarter hour or part thereof. We will be happy to provide you with an estimate of the required time prior to commitment. | Complex configurations 1) | If > 15 min time required | USD/EUR 180 per hr. | | --- | --- | --- | | Staffcloud – training for
planners | Online for 1-2 people | on
site plus travel expenses | USD/EUR 180 per hr. | | Staffcloud – training for
planners | Online for 3-4 people | on
site plus travel expenses | USD/EUR 300 per hr. | | Consulting services 2) | Online, or on site plus travel
expenses | USD/EUR 180 per hr. | | Data import | Depending on the quality
and amount of the data
provided, the duration may
vary. | USD/EUR 250 per hr. | | Recovery of accidentally
deleted data or
projects/events | | USD/EUR 250 per hr. | | Support for API issues 3) | | USD/EUR 250 per hr | | Externally caused bug fixes 4) | | Starting from USD/EUR 180
per hr. | 1) e.g. configuration of data fields, forms, exports and wage types/wage profiles 2) we are happy to advise you regarding process optimisation, recruiting and change management 3) Consequences resulting from changes to the API made by Staffcloud are excluded from this provision. Any costs incurred as a result of changes to external systems or interfaces will be billed at the specified hourly rate. 4) Bug fixes which are caused, for example, by improper handling, insufficiently trained planners or external service providers in Staffcloud and which cannot be assigned to any other price categories listed. In the event of non-compliance with agreed appointments (no shows) by the customer, one hour’s expenditure will be charged at a flat rate. # Using the calender in the Staffcloud The calendar in the Staffcloud app – overview of planned shifts and managing absences You can access the calendar by clicking the **calendar icon** in the footer. In the app calendar, you can view all your assignments by **day**, **week** or **month**. You can also use the **“+” icon** in the calendar to enter absences, such as vacation or sick leave: ![](https://support.staff.cloud/kb/attachment/article/81/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2NzgiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.X7_paixO1qQ61wZqaLKK3eUQ5otzOoMO1bNU8JNRZ7k) Your employer can see your absences and take them into account when planning assignments. The absences will also be displayed in your calendar. # Configure electronic seals and signatures This article explains the configuration for the Contracts add-on, which allows the integration of a signature provider to generate and send assignment and framework agreements in Staffcloud and monitor their status. In this article, I will learn: Which signature levels are possible in the AddOn Contracts How to set the signature level for the instance How to upload and manage electronic seals **Table of content** - Supported signature levels - Set signature level - Upload and manage electronic seals * * * ## **Supported signature levels** The Contracts add-on currently supports four types of signature levels: - Simple electronic signature without authentication - Simple electronic signature with SMS authentication - Advanced electronic signature - Qualified electronic signature * * * ## **Set signature level** The signature level for processing contracts can be defined in the “Integrations” > “Name of signature provider” > “Account settings” > “Signature level” section. ![](https://support.staff.cloud/kb/attachment/article/213/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2MDQiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.Lr9mmCMDAjWTiQCIf8f5TllHpzNNmQVe5cB6peD0Yn0) > The desired signature level must match the type of signature you purchased from your signature provider. * * * ## **Upload and manage electronic seals** The electronic seal corresponds to the analog company stamp and can also be placed in contracts. The file(s) for the electronic seal can be uploaded under “Integrations” > “Name of signature provider” > “Files for electronic seal.” ![](https://support.staff.cloud/kb/attachment/article/213/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2MDUiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.NWsSMRKFuZOQ7hHABd5h8-XbKtPDgS5UWKptWTSD-zo) > For the electronic seal, a file in PNG, JPG, or GIF format with a maximum size of 500kb is required. If you have uploaded multiple files, you can select the desired file for the electronic seal using the “Active file for electronic seal” selection field. Files that are no longer to be available as seals can also be removed by clicking on the trash can icon to the right of the file name. ![](https://support.staff.cloud/kb/attachment/article/213/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2MDYiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.lY5Q-mfa2Bj5l5pSdrUb3e-javyogjz1wLPRmcfNmpc) > Please note that your signature provider must offer sufficient capacity to process electronic seals. The display size of the electronic seal in the contracts can be controlled using the “Image width” and “Image height” fields. Adjust the pixel values to the aspect ratio of your files. ![](https://support.staff.cloud/kb/attachment/article/213/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2MDciLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9._xX1odDL4ESQSiuHt7JtfplQ6VjSpojVg6FowzY-wAE) # Employee Work Data and Wage Proposals With this module, your staff members can submit their work data and wage proposals after an assignment either in-app or via the browser interface directly to you.In Staffcloud, employee work data and wage proposals can be activated in two places.General configurationWith this setting, you can set a default. You can override this default for each event individually, should you wish to do so.In the configuration, go to ‘Settings’ -> ‘Events’ and activate/deactivate the function ‘Employees can submit proposals’. Confirm your selection with ‘Save’.![](https://support.staff.cloud/kb/attachment/article/24/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyMjAiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.bQBOSgAScKg-mICoOZL7jVBaJ-SpvoKlKXJqpivdvI0)In the Time Tracking tab, you can set an automatic reminder for employees who have not sent their work data after a predefined time period.![](https://support.staff.cloud/kb/attachment/article/24/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyMjEiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.uYEtpf2HCz9KH82WVBUcFAGUAodWa_RTv87aM0ni_QM)For individual eventsThe submission of work time and wage proposals can also be activated/deactivated for individual events. To do so, go to Project Management and select the project events you would like to change, then go to ‘Edit Events’. Now go to the Settings tab and check or uncheck the checkbox next to ‘Employees can submit proposals’. Confirm your selection with ‘Save’. This setting is not automatically applied to other events, and it overrides the default setting.![](https://support.staff.cloud/kb/attachment/article/24/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyMjIiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.CutWNp2tY6vhkdmVn4hVVxcimZXrH9fORNvHWIvY3-U)Configuration under wage typesTo allow staff members to submit their proposals for a wage type, wage proposals must be activated for it.  In the configuration, go to ‘Wages’, where you can choose your wage types. Once you have selected a wage type, you can activate proposals via the checkbox ‘Proposable - Wage type can be selected when submitting work data.’ Confirm your selection with ‘Save’.![](https://support.staff.cloud/kb/attachment/article/24/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE4ODIiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.piucDtMGNoJkHR9cbcIM-I5LNiESdflumYVdOboCmG8)From the staff side: submitting work time and wage proposalsOnce an assignment starts, the employee app displays the button ‘Add Work Data’ in the assignment details.![](https://support.staff.cloud/kb/attachment/article/24/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyMjQiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.39YL_ER-4a_BfqZJ64doGek1N_xXIH4ENeLStrBIFTw)This button takes staff members to the ‘Add Work Data’ view where they can add break times as well as wage proposals and attachments.![](https://support.staff.cloud/kb/attachment/article/24/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyMjUiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.bKuKTI1yivyDjbHA9t4qDQHyw1o8HvOS8_Fh2QYBDIg)Once these have been submitted, the button disappears from the event details.​ ![](https://support.staff.cloud/kb/attachment/article/24/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyMjYiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.u256jMt2L3dRVJNFnPiMPdeRyaVmt4EyB2gFY_5qvqw)Receiving work data and wage proposalsYou can find your employees’ proposals in Staff Planning under ‘Work data’ as Work Time Proposals. Additionally, there are Live Proposals which the planner can generate from time stamps or check-ins submitted by staff members.![](https://support.staff.cloud/kb/attachment/article/24/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyMjciLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.R5qUh2OZYha5PZ7-1ZvhUl92Ztxw3tKDx1TtJ3vriso) 1. 1. There are three ways in which to react to these proposals:![](https://support.staff.cloud/kb/attachment/article/24/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyMjgiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.xm9Zw6XCa59EPhIE-zlWxYyjXcgp7Ed7I-48Brf7C8U) - Accept – You accept the employee’s proposal; in this case, the times added by the staff member are automatically submitted. - Decline – You decline the employee’s proposal; the proposal disappears and is not taken into account. - Request Update – You communicate with the staff member and ask for a new Work Data Proposal (this does not apply to Live Proposals, which are submitted via time stamps or check-in data). 1. 2. You can edit several employees’ proposals at once - To do so, select the employees whose proposal you would like to approve - Check the data (individual work times, possible late starts) in the overview - Edit the selected work data proposals via the button ‘Manage Work Data’ in the footer. ![](https://support.staff.cloud/kb/attachment/article/24/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEyMjkiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.1lFQVQzmYAx_cR2t3VRgDgli1Fpu52SMEOZyNOD_n4Y) Wage proposals can be treated the same way.Should staff members be able to submit several wage types, such as mealtimes or a mileage allowance, you can accept or decline them individually.As soon as you approve the wage proposal, staff members see a checkmark next to their assignment history in the app or browser view.For more detailed information on editing and confirming work time and wage proposals, please see the article [Edit and Approve Work Data](https://support.staff.cloud/en-US/kb/article/23/edit-and-approve-work-data) # Connect YouSign with Staffcloud To set up the integration between YouSign and Staffcloud for the Contracts add-on, you will also need an account with YouSign.  In this article, I will learn: how to set up the connection between a YouSign account and the Staffcloud instance as an administrator **Jump to instructions for** - [Mobile App](https://staffcloud.freshdesk.com/a/solutions/articles/44002438194?lang=de&portalId=44000127741#Mobile-App) - [​](https://staffcloud.freshdesk.com/a/solutions/articles/44002438194?lang=de&portalId=44000127741#%E2%80%8B)[Browser Application](https://staffcloud.freshdesk.com/a/solutions/articles/44002438194?lang=de&portalId=44000127741#Browser-Application) * * * ## **Connecting your YouSign account to Staffcloud in 6 steps** Step 1: In YouSign, navigate to “Developers” > “API.” Step 2: Now create an API key in YouSign with the values “Mode: Production” and “Access: Full Access.” Step 3: Copy the API key you just created from YouSign. Step 4: Now switch to your Staffcloud instance and paste the copied API token into Staffcloud in the Integrations > YouSign (gear icon) > Integration settings > Account settings  field “API token.” Step 5: In the “Base URI” field, enter a base URI [https://api.yousign.app]. Step 6: Now navigate back to YouSign in the “Developers” > “Webhooks” area and create a webhook with the following properties: a. Endpoint URL: https://[tenant].staff.cloud/webhooks/yousign/signature-requests b. Environment: Production c. Scope: All Scopes d. Workspaces: All Workspaces e. Select all options for “Subscribed events.” #### # Submit your Availabilities via the Staffcloud app **If your employer uses this module**, they can send you availability requests. These are displayed at the very top of the app’s home screen. ## Reporting availabilities to your employer As soon as you have received an availability request, you can indicate whether you will be available for assignments on the days and time slots requested by your employer. To do so, click **View All** and tap the request for which you would like to submit your availability. Now select the relevant time slots and click **Submit**. In the pop-up, confirm once again that your availabilities should be sent and click **Send**. ![](https://support.staff.cloud/kb/attachment/article/82/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2NzciLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.1Fm9ChXff0UtBOSh6A4PIo1fpevqyu-tkSbstd7r-Hc) Your submitted availabilities have now been sent to your employer. You can also edit or update availabilities you have already submitted in the same way. ### Multiple selection in List vs. Calendar view The app offers two views for selecting time slots: In the **List view**, the time slots are displayed chronologically. In this view, you can make a **multiple selection** using the **tick boxes** next to the calendar week, the day or ‘Select all slots’, so that you do not have to select each time slot individually. In the **calendar view**, the time slots are displayed in a calendar. Tapping briefly on a time slot selects that specific time slot. **‘Press and hold’** a time slot in the calendar view to open the **multiple selection** option, allowing you to select the chosen time slot for the entire period queried, the chosen time slot on that day of the week for the entire period queried, or all time slots on that day. Multiple selection for all time slots in a week can be made using the tick box next to the calendar week. # Group employees into teams To use this functionality, you need the paid “Teams” add-on. Please contact us at support@staff.cloud if you would like to test or purchase it.

In this article, you will learn:

  • how to create teams
  • how to assign employees to teams
  • how to link teams with clients
  • how to use and filter teams in planning


General

With the Teams feature, you can group employees into teams, for example by:

  • branch or location
  • department
  • deployment region
  • skills
  • client

In addition, teams can be linked to clients. Teams can be used as a filter in planning, in the availabilities area, and in the employee search. This allows you to quickly filter by one or several teams and keep your planning structured and clear.


Teams: Overview

In the Employees section, under the Teams tab, you will find an overview of all teams in your instance.

By clicking on a team name, all members of that team are displayed directly.

The overview also shows:

  • the team managers
  • the team members
  • the linked clients
  • the team creation date

Creating teams

To create a new team:

  1. Go to Employees > Teams.
  2. Click “Add team”.
  3. Enter a name for the team.
  4. Assign one or more planners as team managers.
  5. Click Save.

Assigning employees to teams

To assign one or more employees to one or more teams:

  1. Open the Employees tab.
  2. Select one or more employees.
  3. Open the edit view.
  4. Choose the required team or teams.
  5. Save your changes.

An employee can belong to multiple teams at the same time or to no team at all.


Linking teams with clients

You can link teams with one or more clients.

There are two ways to do this:

Option 1: via the team overview

Use the “+” icon in the team overview to link a client to a team:


Option 2: via the client area

Alternatively, go to the Clients section, select a client, and link it to one or more teams:


Teams in project creation and invitations

You can already define teams during project creation.

If you select a project client that is already linked to one or more teams, these teams will be selected automatically.


After creating the project, you have two options:

 

Auto Invite employees

If you choose “Auto Invite employees to event function", all qualified and available team members will be invited directly.

Activate and go to the invitation list

If you choose “Invite employees to event function”, you will be taken to the invitation list as usual. The correct team filter will already be applied there.


Team filter in planning

Filtering by teams makes planning easier, especially when specific planners are responsible for specific teams.

A team filter is available in all areas of planning, such as:

  • Planning
  • Invitation list
  • Team list

When using this filter, only employees belonging to the selected teams will be displayed.

The team filter is cached. This means the selected filter remains saved for the user until it is changed manually or the browser cache is cleared.

In calendar planning, employees are displayed grouped by team. This makes it easier to keep an overview, especially when working with larger employee pools.

Related articles

  • Automatic invitation for newly created projects 
  • Invitation list
  • Planning in calendar view – “by employee” mode
# Employee data sheet # How to Clear Browser Cache in Chrome and Firefox Clearing your browser cache can help resolve website loading issues, improve performance, and ensure you're viewing the most up-to-date content. This article provides a step-by-step guide for clearing the browser cache in both Google Chrome and Mozilla Firefox. ## Steps to Clear Cache in Google Chrome: 1. Open Google Chrome on your device. 2. Click on the three-dot menu icon located in the top-right corner of the browser window. 3. Navigate to **More tools** and then select **Clear browsing data**. 4. In the dialog box that appears, choose the **Time range** (e.g., Last hour, Last 24 hours, All time) for which you want to clear the cache. 5. Ensure the checkbox for **Cached images and files** is selected. You may also select other options if needed. 6. Click the **Clear data** button to complete the process. ## Steps to Clear Cache in Mozilla Firefox: 1. Open Mozilla Firefox on your device. 2. Click on the menu icon (three horizontal lines) in the top-right corner of the browser window. 3. Go to **Settings** (or **Options** in some versions). 4. Under the **Privacy & Security** section, locate the **Cookies and Site Data** subsection. 5. Click on **Clear Data**. 6. In the dialog box, ensure the checkbox for **Cached Web Content** is selected. You may also select **Cookies and Site Data** if required. 7. Click the **Clear** button to finish. ## Additional Tips: - Clearing your cache will log you out of most websites. Make sure you know your login credentials before proceeding. - Regularly clearing your cache can help keep your browser running smoothly. - If you need more help, refer to the browser's official support pages: [Chrome Cache Clearing Guide](https://support.google.com/chrome/answer/2392709) or [Firefox Cache Clearing Guide](https://support.mozilla.org/en-US/kb/how-clear-firefox-cache). # Submit your expenses via the Staffcloud App Depending on your **employer’s settings**, expenses, travel costs or other costs incurred during an assignment can also be submitted via the app after the assignment. Submitting this information works in a similar way to submitting working hours. [Erfassen der Arbeitszeit](https://smartbridge.bolddesk.com/de/kb/article/74/erfassen-der-arbeitszeit) Once an assignment has been completed, you can submit your expenses under **To Complete** at the bottom of the app. ![](https://support.staff.cloud/kb/attachment/article/83/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2NzMiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.6ZDcna4Fl7vbbcbuZWMWeJ2PkAwzaDi_CSvEYaoIZx8) As soon as you click on **Send Work Data**, a view will open showing your past assignments. Use the **clock icon** to enter your expenses. ![](https://support.staff.cloud/kb/attachment/article/83/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2NzQiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.1ckm2YG9B_m-meOG8SVIHHqOgs3obXZp9a463kVcYlQ) By clicking on the clock, a field opens where you can enter your expenses. Alternatively, you can select the assignment, which will open the view with the project information. You can also submit your expenses from there. Enter the amount of your expenses. You will probably also need to send an attachment or photo, for example the relevant receipts. In this case, the app will ask for your permission to use the camera or to upload files or photos, unless you have already generally granted this permission. ![](https://support.staff.cloud/kb/attachment/article/83/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2NzUiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.YoBJY8TEhz8XESknXWqAPTQa8HlwR-1y_bFpqHBpRIk) By clicking **SEND**, your expenses and receipts will be sent to your employer. A corresponding pop-up will confirm that the submission was successful. **Please note:** If the planned end time of a shift has not yet been reached, expenses can be entered and submitted directly under **My Assignments**. Please note: Once you have submitted your expenses, you can no longer edit or withdraw them. If you have made a mistake, please contact your employer. # Re-Invite denied employees to the event **Plan employees who have already been denied** If an employee was denied but a planner now wants to assign them, use this filter in Staffplanning: ![](https://support.staff.cloud/kb/attachment/article/224/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2NTciLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.cl-DH9nzpWGSZUqIXoS8bJkgDmBgbjrIwetuaV5_bfQ) Select "Denied" in the employee list status field and click filter: ![](https://support.staff.cloud/kb/attachment/article/224/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2NTgiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.6lyFmax-70EV39y8FkDJnAq6B2iJvPrlWjdnPVd2kF8) Doing so will make the already denied employees visible again in the "enrolled" list and planners can assign them to any function. To be able to reset the employee´s assignment status back to "applied", it is necessary to first assign them provisionally to one or more functions, then unassign them again. After the employee has the status 'applied' again, he can 'sign off' himself from the unsuitable assignments. After the steps listed above, the employee can be found within the invitation list. After selecting the employee, he can be removed from the project using the 'Disenroll' button. By searching again, the employee can be invited to the necessary functions again. # Search filters: Display (not) assigned employees # Configuration of Wages | Wage Profiles The wages of employees consist of different wage components, the wage types. In the second tab page of the wage settings, the wage profiles can be put together from the different wage types. **Add new wage profile** After pressing the button 'Add new Wage Profile' the profile can be named and set an ID to. With a click on the field of the wage type within the 'available wage types', the wage type will be added to the new wage profile: ![](https://support.staff.cloud/kb/attachment/article/229/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE3NTgiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.PiNZdm-5eDysy0tOTioLYrqbH68YrBXQhW8jVs5xLAc) Click Save to save the new wage profile. **Edit wage profiles** As soon as a wage profile has been used in work data, it can only be edited from the following day of the last released shift. The validity of a wage type can be specified within a wage profile by using the valid from - to option if needed. See here an example of how to create a new wage profile and how it works in the work data section: # How to Prevent Emails from Staffcloud Going to Spam If you notice that emails sent from Staffcloud are ending up in your spam or junk folder, there are steps you can take to ensure these emails are received in your inbox. This article provides detailed instructions to troubleshoot and resolve this issue. ## Steps to Prevent Emails from Being Marked as Spam 1. **Check Your Spam or Junk Folder:** Locate the emails from Staffcloud in your spam or junk folder and mark them as 'Not Spam' or 'Move to Inbox.' This action helps train your email provider to recognize emails from Staffcloud as legitimate. 2. **Add Staffcloud to Your Safe Sender List:** - Open your email settings and navigate to the 'Safe Sender' or 'Whitelist' section. - Add Staffcloud’s email address or domain (e.g., '@staffcloud.com') to the list. 3. **Create a Filter or Rule:**Most email providers allow you to create rules or filters to ensure specific emails bypass spam filtering. - For Gmail: Go to Settings > Filters and Blocked Addresses > Create a New Filter. Enter Staffcloud’s email address or domain and choose 'Never send it to Spam.' - For Outlook: Go to Settings > Mail > Rules > Add New Rule. Specify Staffcloud’s email address and set it to always move to the Inbox. - For other providers, consult their documentation or search for '[email provider] create email filter.' 4. **Check Spam Settings:** Review your spam filter settings in your email client or provider. If the spam filter is too strict, adjust sensitivity to reduce the chances of legitimate emails being flagged. 5. **Contact Your Email Provider:** If the issue persists, reach out to your email provider for additional support. Provide them with the email headers or details of flagged emails from Staffcloud to investigate further. ## Additional Tips - Ensure your email inbox is not full, as this can sometimes cause emails to be rejected or misrouted. - Check for any third-party email security tools that may be blocking emails, and configure them to allow Staffcloud communications. - Regularly monitor your spam/junk folder to catch legitimate emails that may still get flagged. # Administration # Staffcloud – SSO Setup & Usage Guide (Microsoft Azure) The SSO Integration (Single Sign-On) is a paid add-on. To activate it, please contact us at support@staff.cloud The SSO integration (Single Sign-On) allows all users in your organization to log in to Staffcloud via Microsoft Azure (Entra ID / Azure AD). This guide covers both the administrator setup and the user account linking process. **Prerequisite:** An administrator with rights to create an App registration in Microsoft Entra ID. 1. **Prepare Staffcloud** - Go to: **Configuration → Add Ons → SSO → Configure**. ![](https://support.staff.cloud/kb/attachment/article/14/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjExNjgiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.OQRqVlAjbas9nB9c2tzaFYSTMfFCYOQVBW1iVFpxtoo) - Copy the pre-filled **Redirect URL** (you will use this in Azure). - Tip: Hover over the **question-mark icon** for inline instructions. ![](https://support.staff.cloud/kb/attachment/article/14/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjExNjkiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.Cwo48gr2eRpIBezP4A3-rn968gyrLzjCE9brS6lm16Y) 2. **Register the app in Azure** - Open the **Azure Entra Portal → App registrations → New registration**. - Enter a name and select supported account types. - Add the copied **Redirect URL** as a Web redirect URI. - Click **Register**. 3. **Fill in Staffcloud form** - In the Azure App Registration Overview, copy and paste into Staffcloud: - **Application (Client) ID** - **Directory (Tenant) ID** 4. **Create a client secret** - In Azure: **Certificates & secrets → New client secret**. - Generate a secret and copy the **Value** (not the ID). - Paste the Value into the Staffcloud **Client Secret** field. 5. **Finish setup** - Save the configuration in Staffcloud. - SSO is now enabled for your organization. **Linking a Microsoft Account (for planners)** The steps for users after setup by the administrator are as follows: 1. Log in with username/password. 2. Top-right: click **Name → My Account**. 3. Under **SSO Accounts**, click **Microsoft**. ![](https://support.staff.cloud/kb/attachment/article/14/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjExNzAiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.2sSmngr0UlZe383TDrU4K2y5YqbopeBcfObx1Rwm9tQ) 4. Log in to Microsoft if prompted. 5. You return to *My Account* — the Microsoft button turns **green** once linked. 6. For future logins: simply click **Sign in with Microsoft**.![](https://support.staff.cloud/kb/attachment/article/14/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjExNzEiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.DILx18fyOhlIpflTOUm6NRfg-vtTEZjelDKikOviHu4) # Client approves work times **Depending on your employer's settings, the client you are working for may be able to approve your working hours after the assignment.** This works similarly to recording working hours: [Erfassen der Arbeitszeit](https://smartbridge.bolddesk.com/de/kb/article/74/erfassen-der-arbeitszeit) As soon as an assignment is completed, you can record your working hours in the app and have them signed off by the client. To do this, use the "clock" icon in your assignment: ![](https://support.staff.cloud/kb/attachment/article/292/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2OTUiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.0adzZ5ZWVZbIlo8jAKwMDMQ3XMmp3W0tWLNDYXeFlIA) If the assignment is already over, scroll down in the app to "To Complete" and select "Send work data", which opens a view where you can see your past assignments. ![](https://support.staff.cloud/kb/attachment/article/292/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2OTYiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.bNYCMjqzOrFqoXTun2ZwX_QWajrupbF_SWoR4r17EWY) As soon as the time editing screen opens by clicking on the clock icon, you can adjust the start and end times of the shift and the break times, and add a comment if needed. Once you have entered your data, select "Approve work data": ![](https://support.staff.cloud/kb/attachment/article/292/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2OTciLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.pOwfl_FceGzAa2CK6Q8jWpRsU3_SPQ4X_4C0poczls4) This opens a form where the client can enter their company name, the signing contact person, and the email address, and then sign directly on your smartphone with their finger: ![](https://support.staff.cloud/kb/attachment/article/292/inline?token=eyJhbGciOiJodHRwOi8vd3d3LnczLm9yZy8yMDAxLzA0L3htbGRzaWctbW9yZSNobWFjLXNoYTI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE2OTgiLCJvcmdpZCI6IjIwMTA1IiwiaXNzIjoic3VwcG9ydC5zdGFmZi5jbG91ZCJ9.GSeOFJ_ONNTcdV3M90C_HHgmTza2cTaFcwCs5hHaQ1M)
If your employer has already saved the client's contact details, the fields for company name, contact person, and email are pre-filled.
By clicking "Send", the working data approved by the client is sent directly to your employer and to the contact email address provided.
Please note – once you have approved the working hours, you can no longer edit or withdraw them. If you make a mistake here, please contact your employer.
Depending on your employer's settings, it is also possible here to specify expenses or other costs incurred during the assignment. # The Staffcloud Web Portal for Employees – Overview
Preliminary note: Staffcloud is not an open job platform. Only when your employer activates you as an employee in Staffcloud will you gain access to the system.
The Staffcloud web portal gives you access to your invitations, assignments, availabilities and other personal features. Depending on the features used by your employer, the web portal allows you to: - view invitations and apply for assignments - view and confirm your scheduled assignments - submit your availability - submit working hours and expenses - add absences to your calendar - manage personal information and your profile picture - manage notifications and settings For more information, see: - [Logging in to Staffcloud and resetting your password - Webportal](https://support.staff.cloud/en-US/kb/article/313/logging-in-to-staffcloud-and-resetting-your-password---webportal) - [Viewing and responding to assignment invitations](https://support.staff.cloud/en-US/kb/article/314/viewing-and-responding-to-assignment-invitations) - [Viewing and confirming my assignments](https://support.staff.cloud/en-US/kb/article/315/viewing-and-confirming-my-assignments) - [Submitting availabilities](https://support.staff.cloud/en-US/kb/article/316/submitting-availabilities) - [Submitting working hours and expenses](https://support.staff.cloud/en-US/kb/article/317/submitting-working-hours-and-expenses) - [Managing your calendar and absences](https://support.staff.cloud/en-US/kb/article/318/managing-your-calendar-and-absences) - [Managing your profile, password and settings](https://support.staff.cloud/en-US/kb/article/319/managing-your-profile-password-and-settings) [NextPage](https://support.staff.cloud/llms-full.txt/1)