People and operations menus

The People and Operations menus are at the heart of your HR and Payroll process, bringing together everything you need to manage your workforce efficiently.

Understanding how these sections work will help you confidently navigate tasks like onboarding new team members, processing invoices, and completing terminations.

 We will examine each menu type below to help you understand the main differences. 
 

People menus

The People menus are your central hub for managing employment details and performing key HR functions across your workforce. From here, you can make bulk updates to employee profiles, ensuring consistency and accuracy in your records.

These menus are also perfect for sending communications to your entire team at once, helping you stay connected and informed.

There are 4 people menus:

• Approved People – Your active workforce.
  • This menu contains all employees who have completed onboarding and have been approved.
  • Approved people can be rostered and paid directly through your platform.
  • Employees on this menu will have a unique status, showing their current availability to work. You can read more about this here. 
• Pending People – Candidates currently onboarding. 
  • When a person registers on your platform, they are automatically added to the Pending People list.
  • These individuals are still completing onboarding and cannot be rostered until their onboarding is finalised and they are approved.
  • People on this menu will have a unique status, their progression through the onboarder. You can read more about this here. 
• Declined People – Unsuccessful candidate profiles. 
  • If you choose not to employ a candidate, declining them is the best option.
  • This action removes their profile from the Pending People list and moves it to the Declined People list, where it remains for reference.
  • Declined people cannot be rostered.
• Archived People – Your terminated employees.
  • This menu includes all former employees of your organisation.
  • When terminating an employee, you’ll be prompted to set an archive date. Once that date is reached, their profile automatically moves to Archived People.
  • Archived people cannot be rostered. 

Operations menus

The Operations menus are where you manage your client/ business profiles, including contact details, charge rates, and Clock Settings overrides.

Operations play a key role in Payroll, Invoicing, and Labour Costing, helping to ensure your financial and workforce data stay aligned. From here, you can make bulk updates, export rate books, and maintain accurate, consistent information across your platform.

There are 4 operations menus:

• Approved Operations – Your active clients/ venues. 
  • This menu contains all Operations that have been accepted and are currently active.
  • Approved Operations can have active rosters and be invoiced as part of your regular workflow.
• Pending Operations – Operations you are setting up. 
  • When a new Operation is added to your platform, it is automatically added to the Pending Operations list.
  • These Operations require additional setup before they can be accepted. Pending Operations cannot have rosters created or be invoiced.
• Declined Operations – Pending Operations you no longer require. 
  • Declining an Operation is the recommended way to remove a Pending Operation that is no longer needed.
  • These Operations cannot have rosters added or be invoiced.
• Archived Operations – Terminated clients/ venues. 
  • Archiving an Operation is the best way to remove an Approved Operation that is no longer required, such as when a client contract ends or a site closes.
  • Archiving will also archive any associated rosters, and the Operation will no longer be available for invoicing.

Filtering your employees from the Pending and Approved People menus is a great way to quickly identify specific groups and efficiently perform bulk updates for all employees or a selected group.

Refer to the ‘Performing bulk actions on employees’ section below for a complete list of actions that can be done in bulk.

  Hot tip: Additionally, once a filter is applied and an employee is selected, you can scroll through all filtered employee profiles directly from within a profile—without needing to return to the People menu each time.
 

To filter your employees:

1. From the quick menu, navigate to People > Approved or Pending People.
2. You can apply a filter either by:
   • Applying a new filter - Select Show Filter and then apply all relevant filters. 

   • Load a saved filler - Select Load Saved Search, then Load a saved filter. 

     

3. Select Apply Filter at the bottom of your filters.

   

4. Once a filter has loaded, you have 2 additional options:
   • Save – Saves your filter. You can then load it for future use.
   • Clear Search - This will clear your current filter. Refreshing the page will also do this. 

People menu filters

When filtering your employees, you can choose to apply an individual filter or multiple filters. When using multiple filters, they will behave differently depending on whether you are applying multiple choices from the same filter or using different filters.

• When applying multiple choices for the same filter - This will filter for employees who have either option on their profile.
  • E.g. For the Employment Type filter, the options for both Part-Time and Casual are selected. As these selections are in the same filter, the employees listed will either have a Part-Time or Casual position. 
• When applying choices from different filters - This will filter for employees who have both filters on their profile.
  • E.g. When the Employment Type filter has Full-Time selected and Age is set to Under 18. As these selections are from different filters, the employees listed will need to have a Full-Time position and be Under 18. 

From the People Menus, you can choose to filter from the following options:

• Positions
  • Page Size - Adjusts how many results are displayed on one page.  
  • Employment Type
    • Casual
    • Contractor
    • Full time
    • No Position
    • Non-monthly perms
    • Part Time
    • Paid Monthly
    • Salaried
  • TFN Status
    • Awaiting TFN
    • Exempt TFN from TFN
    • Has TFN
  • Work Status 
    • Approved People
      • Available
      • Not Available
      • On Leave
      • Working
    • Pending People
      • Application incomplete
      • Onboarding incomplete
      • Ready to approve
      • Ready to review
  • Associated Operation - This will only show permanent employees, unless you set an Associate with Operation under the casual employees' Employment Card.
  • Position Groups - If in use.
  • Positions
• Clock App
  • Has set clock passcode
  • Has not set clock passcode
• Address & Configuration
  • Registered from - View employees or candidates in your platform that had a profile created from the date selected onwards. 
  • Employment Start Date between
  • Manager
  • Office code
  • Position Locations
  • Work State
  • Home State
  • Home Suburb
  • Gender
  • Additional filters (with or without)
    • Abandoned Onboarding
    • Birthdays
    • Birthdays Happening Soon
    • Compliance Records Expiring Soon
    • Compliance Records Expiring Today
    • Compliance Records Follow-Ups Due Soon
    • Compliance Records Follow-Up Due Today
    • Employment Suspended
    • Had No Shifts Over a Month
    • Has Employment Restriction
    • Has Payslips Current FY
    • Has Special Condition
    • Incomplete Valid Onboarding
    • On WorkCover
    • Positions changing soon
    • Positions changing today
    • Terminating
    • Terminated
    • Unsigned documents
    • Upcoming Work Anniversary
    • Work Anniversary
• Skills & Availability
  • Unemployed people - View employees with no upcoming shifts rostered. 
  • Availability between
  • Postcode between
  • Languages
  • Age
    • No Record
    • Over 18
    • Under 18
  • Qualification/ License/ Induction (with or without)
  • With tags 
  • Without tags - When selecting multiple tags, you can choose to filter for employees who have all selected tags (And), or for employees with any of the selected tags (Or).

Making bulk changes from the People menu is a quick and efficient way to keep employee profiles up to date. Instead of editing each profile one at a time, you can update multiple records at once—saving time and reducing errors.

It’s an easy way to ensure your team’s information stays accurate, consistent, and ready for action.

Below, you’ll find the bulk options available to help you manage your Employees:

• Enable Submit Shifts - Choose which employees can submit their hours instead of clocking their shifts.
• Enable Employee Clocking - Choose which employees can clock in using the Employee App (from their phones). 
• Assign Manager - Assign a manager to the employee; this will send specific communications to the assigned Admin User.  Also useful when creating Search Restrictions. 
• Send SMS - Send a custom SMS to a group of employees. 
• Send Registration Reminder (Pending People only) - Send a reminder email to complete onboarding for those who haven't finished. 
• Assign Casual Positions - Assign the same casual position to multiple employees. 
• Assign Tags - Use this option to add additional tags to your employees; these can be used for filtering, roster requirements and Search Restrictions. 
• Reactivate (Declined & Archived People only) - Reactivating people in bulk is useful if you have seasonal workers who are looking to re-employ. 
• Bulk Decline Employees (Pending & Approved People only) - Clear out candidates who have stalled and will not complete from your menus by declining them in bulk. 
• Export Comments - Keep track of comments added to employees' profiles by exporting to CSV. 
• Send Email - Send a custom email to a group of employees. 
• Resend Welcome Email (Pending & Approved People only) - Send a welcome email informing the employee of their login email and to reset their password. 
• Export Qualifications - Export a list of your employees' compliance details to CSV. This will not export the actual file; it will export a link instead. To download stored files in bulk, please refer here. 
• Issue Document - Assign and send documents to your employees to review and sign in bulk. 
• Generate QR Code - If you clock in using the Clock App (iPad Clocking) to speed up your process, you can generate QR codes for your employees to scan instead of inputting their ID and Passcode. 

Filtering your operations from the Pending and Approved Operations menus is a great tool, as it allows you to quickly identify and efficiently perform actions on all operations within your filter.

Performing actions in this way allows you to apply updates in bulk, which can be beneficial for the following:

• Exporting rates books
• Applying tags in bulk
• Applying clock setting overrides in bulk
• Sending SMS

Refer to the ‘Performing bulk actions to Operations’ section below for a complete list of actions that can be done in bulk.
 

To filter your Operations: 

1. From the quick menu, navigate to Operations > Approved or Pending Operations.
2. You can apply a filter either by:
   • Applying a new filter - Select Show Filter and then apply all relevant filters. 

   • Load a saved filler - Select Load Saved Search, then Load a saved filter. 

     

3. Select Apply Filter at the bottom of your filters.
   
   
4. Once a filter has loaded, you have 2 additional options:
   • Save – Saves your filter. You can then load it for future use.
   • Clear Search - This will clear your current filter. Refreshing the page will also do this. 

Operations menu filters

When filtering your operations, you can apply a single filter or multiple filters. When using multiple filters, they will behave differently depending on whether you are applying multiple choices from the same filter or using different filters.

• When applying multiple choices for the same filter - This will filter for operations that have either option on their profile.
  • E.g. For the State filter, NSW and QLD are selected. As these selections are in the same filter, the operations listed will either be from NSW or QLD. 
     
• When applying choices from different filters - This will filter for operations that have both filters on their profile.
  • E.g. When the State filter has NSW and the Manager is set to Andrew. As these selections are from different filters, the operations listed will need to have a NSW Rates book and Andrew as the assigned Operation Manager. 

From the Operations Menus, you can choose to filter from the following options:

• Page Size - Adjusts the number of results displayed per page. 
• Suburb
• State
• Manager
• Office Code
• Pay Period
  • 1 Week Arrears 1 Week Advanced
  • Fortnightly
  • Weekly
• With Tags - When selecting multiple tags, you can choose to filter for employees who have all selected tags (And), or for employees with any of the selected tags (Or).

Updating Operations in bulk is a fast and efficient way to keep your business data accurate and consistent across your business.

It saves time by allowing you to make large-scale updates all at once, rather than editing each operation individually. This is particularly key if you are a labour hire platform, as it ensures all your clients and rates books are up-to-date.  

Below, you’ll find the bulk options available to help you manage your Operations:

• Export Operation Contacts - Export contact details for your contacts listed against the Operation to CSV. 
• Assign Office Codes - Update Office Codes to your Operations, these can be used for filtering and Search Restrictions. 
• Assign Manager - Assign a manager to an Operation; this will send specific communications to the assigned Admin User. 
• Send SMS - If your platform uses SMS, you can send them to the mobile number registered to the Operation. 
• Assign Tags - Add additional tags to your Operations; these can be used for filtering and Search Restrictions. 
• Apply Clock Setting Overrides - If multiple Operations require the same clock setting overrides, you can update them in bulk. 

• Update Financial Features - Update specific financial details such as Public Liability, Superannuation percentages and other settings.

  

• Export Rates Books - For Labour Hire companies, the easiest way to update your charge rates across your Operations is to export them in bulk, then import your new rates. 
• Export Rates Book Allowances - If your rates book includes specific pay or charge rates for allowances per Operation, you can update these through the export and import process. 

When it comes to exporting and reporting on your employees and operations, this export is your standard go-to for general HR purposes.

With this export, you can quickly check the status of your entire workforce or focus on specific sections using filters.

This export is a great tool for keeping track of the following:

• Employee's general contact details (Employee ID, name, email, phone number)
• Checking leave balances
• Exporting all position details
• Exporting all assigned tags
• Employee's ongoing availability
• Longevity of staff (by selecting their start date)
• Employee's Onboarding and Compliance Checklist Items

  Please note: For security purposes, sensitive information, such as employees' bank account details and TFN numbers, cannot be exported via this export. 
 

To export your employees or operations: 

1. From the quick menu, navigate to the relevant menu. 
2. You can either export all of your employees or a select group by:
   • Applying or loading a filter - Expand your page size to export all employees at once.
   • Selecting employees/ operations - If you are looking to export specific employees or operations, you can select the checkbox next to their name.
3. Navigate to Bulk Actions and choose from:
   • Export All Filtered - This option is available when exporting with a filter.
   • Export Selected - This is available when individual employees have been selected.
4. From the Export CSV drawer, choose the required items by selecting:
   • Deselect All - This will deselect all items.
   • Heading - This will select/ deselect all items under the heading. E.g. Basic Info will select Employee ID, Full Name, First Name etc.   
   • Items - Select items individually; this may be preferred if you are exporting only a few items. 
   • Use template - You can select and load a previously saved template.
     • Templates can be edited or deleted when required; to do so, select the ellipsis, then edit or delete. 

5. If this is a regular export, you may want to save it as a template. To do so, turn the Save as Template toggle on and then provide a name for your template. The template will automatically save after the initial export. 

   

     Please note: Templates are stored and accessible only to the admin who created them. Other admin users must create their own if they need a template. We recommend taking a screenshot of your selection to help fellow admins apply and save their own templates.

6. Select Export CSV; you will be notified once the export is complete.

Why do I need to apply a filter to expand my page size?

By default, the page size for the People and Operations menus is set to 20.

If your business employs more than 20 individuals or manages multiple operations, only the first 20 employees will be affected when performing bulk actions, as that is the active filter.

To ensure all your employees are included, adjust the filter to match your entire workforce size.

I have saved an export as a template; how do I share this with my managers?

Templates are stored and can only be accessed by the admin user who created them.

If other admin users need a template, they must create their own. To help with this process, we recommend taking a screenshot of your selection so that your fellow admins can apply and save their own templates.

Can I filter by employee onboarding or working status?

Absolutely! The Work Status filter enables you to sort your employees based on their current onboarding status (Pending People) or their current working status (Approved People).

This feature is particularly useful during mass recruitment or when filling a shift.

Approved People Status:

• Available - Employee is available and has no current shifts on any roster.
• Working - Employee has a current shift on the roster. Does not factor in clocking data.
• On Leave - Employee has an approved leave request.
• Not available - Employee's availability is states they are currently unavailable. 

Pending People Status: 

• Application incomplete - Employee has  not completed onboarding to a review point. 
• Ready to review - Employee has completed onboarding to the review point and can be reviewed. 
• Onboarding incomplete - Employee has been reviewed, however has not completed Step 5.
• Ready to approve - Employee has completed onboarding and can be approved. 

How do I export an employee's financial details?

Unfortunately, for security reasons, an employee's financial information, such as their TFN or bank account details, cannot be exported with this export.

  Contact us: If you have any additional inquiries, please contact customer support.

Does the export respect an Admin User's search restrictions?

If an Admin User has a search restriction, their view will be limited to a specific group of employees.

This restriction also affects the employees shown in the People Menus, as admins can only choose from the employees included in their filter.