How to Add a New Employee to the System.

Successfully onboarding a new staff member starts with a complete and accurate system profile. In Platform for Care, the employee record is the "source of truth" for payroll, rostering, and compliance. Following a standardized setup process ensures that the new hire can access the mobile app, receive shift invitations, and be paid correctly from their very first day.

1. Creating the Basic Profile

The first step is to establish the employee’s identity and contact information within the administrative portal.

1. Log in to the Platform for Care web portal.
2. Navigate to Staff > Active Employees in the sidebar.
3. Click the Add Employee button (usually located at the top right).
4. Enter Core Details:
   • Full Name & Date of Birth: Ensure these match their legal identification.
   • Email Address: This will serve as their primary login username.
   • Mobile Number: Critical for receiving shift alerts and MFA codes.
5. Assign an Office/Region: If your organization has multiple branches, select the home office the employee belongs to.

2. Setting Employment and Payroll Details

To ensure the employee can be rostered and paid, you must define their contractual terms.

1. Navigate to the Employment or Payroll tab within the new profile.
2. Employment Type: Select from Full-time, Part-time, or Casual.
3. Award/Pay Level: Choose the correct pay scale (e.g., SCHADS Level 2.1). The system uses this to automatically calculate weekend and evening rates.
4. Timesheet Approver: Assign the manager responsible for authorizing this staff member's hours.
5. Bank & Super Details: Enter the banking information and superannuation fund details for payroll exports.

3. Configuring Access and Security

Before the employee can use the system, you must define what they are allowed to see and do.

1. Go to the Security or System Access tab.
2. Assign a Role: Choose a predefined role (e.g., "Care Worker," "Team Leader," or "Admin"). This controls their permissions in the mobile app.
3. Enable Mobile Access: Ensure the "Allow Mobile Login" toggle is switched ON.
4. Send Activation Email: Click the button to trigger a "Welcome" email. This allows the employee to set their password and receive the organization URL for the mobile app.

4. Mandatory Compliance and Skills

An employee cannot be assigned to shifts until their compliance documents are verified.

1. Navigate to the Compliance or Documents tab.
2. Upload Required Files: Add copies of their Police Check, Working with Children Check (WWCC), and First Aid certificate.
3. Set Expiry Dates: Enter the date each document expires. The system will automatically block the worker from the roster if these dates pass without renewal.
4. Assign Skills: Tag the employee with specific competencies (e.g., "Manual Handling" or "Drivers License") so they appear in vacancy searches.

5. Final Review and Activation

1. Double-Check Availability: Go to the Availability tab and enter the employee's agreed-upon starting hours.
2. Verify Status: Ensure the profile status is set to "Active."
3. Communication: Once the profile is live, the new hire should log into the mobile app to confirm their access is working correctly.

Troubleshooting Common Setup Issues

• Welcome Email Not Received: Check the "Spam" folder or verify that the email address was typed correctly in the profile.
• Cannot Assign to Shifts: Check the Compliance tab. If a mandatory document is missing or expired, the system will hide the employee from the roster to prevent non-compliant work.
• Incorrect Pay Rates: If the employee is being paid the wrong amount, verify that the Award and Pay Step were saved correctly in the Payroll tab.