Pay and leavers

Record a team member's pay and pay reviews, set an end date when they leave, and archive or delete their record.

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What it is#

Each team member's record holds their pay, which the app uses to work out what each team member costs and what your work earns. It is private to you and is not used for payroll. The same tab holds their end date when they leave, and the controls to archive or delete them.

When to use it#

Record pay when you add someone, and again at each pay review. Set an end date as soon as you know someone is leaving.

How to do it#

  1. Open Team, press the team member's name and choose Team member profile.
  2. Under Pay and holiday (private to you), choose the Pay basis: Hourly with an Hourly rate (£), or Salary with an Annual salary (£). Add Additional employment costs (%) for costs on top of pay. The line beneath shows their estimated weekly cost.
  3. If you changed the rate, set the Pay review date for this change, the date the new pay takes effect.
  4. Press Save profile. The change is added to Pay history.
  5. When someone is leaving, set their End date. A leaving block appears: choose a Reason, add a Note (optional) and press Save leaving details.
  6. Once they have left, archive them from the Archive or delete this team member card with Archive, or remove their personal details with Delete.

What your customer sees#

Nothing. Pay and the reason for leaving are for you only. When a leaver's visits go to someone else, customers are told the day and the morning or the afternoon as usual, never a clock time.

What happens next#

From the end date the team member is left out of planning and capacity. Their page link stops working on that date, and their team emails stop. The reason for leaving is private to you and never shown to your team.

If the leaver is the preferred team member for some customers, the app lists them. In automatic mode ("Let the diary plan itself"), their visits are placed with the next available person unless you reassign them. In self mode ("I place visits myself"), visits placed with the leaver come back to your list.

Archiving takes them off their future visits, which are left with no team member, and hides them from your lists. You find them again under Archived, where you can Restore them. Deleting removes their personal details for good and keeps a short entry under Records.

Good to know#

  • Pay feeds the profit figures and the pay export. It is not payroll.
  • Last pay review shows when you last recorded a review. With no rate change, you can still Record a pay review date.
  • An end date can be in the future. No visits are planned for them from that date.
  • Archive can be undone. Restoring does not put them back on visits or reopen their link: send a new link with Revoke and re-issue.
  • Delete cannot be undone. You must tick that you understand before it goes ahead.

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