Employee profiles that the roster, the door and payroll all read from.
What an employee record holds in ScanRoster, how people are added and archived, and what staff can see and change for themselves.
Updated 26 September 20262 min readBy the ScanRoster team
Employee profileexample record
AR
Aisha RahmanFront Desk · SR-2847Active
VenueHarbour Kitchen Soho
ContractFull-time · hourly
This week31.5 h over 4 shifts
Last scanChecked in 08:58Inside
Documents2 on file, none expiring
Employee recordexample
AR
Aisha RahmanFront Desk · SR-2847Active
ProfileRole, department, contract type, start date
VenueWhere they work, and so which rules apply
PayHourly rate or salary, in the venue’s currency
DocumentsCertificates and right-to-work files, with expiry
AttendanceEvery scan, paired into shifts, with hours
An illustrative record. The name and ID are examples.
One record per person, used everywhere
In ScanRoster the employee record is not a contact card sitting beside the real system. It is what the roster schedules, what a scan checks in, what compliance measures against and what payroll pays. Getting it right once means the rota, the attendance log and the pay run all agree without anyone reconciling them by hand.
What a profile holds
Staff ID
An identifier such as SR-2847, allocated when the person is added and never changed afterwards. It is what they sign in with at the door, so it is short enough to remember and random enough not to reveal how many people you employ.
Role and department
From your organisation’s own role list, which you can rename and extend. Renaming a role updates everyone who holds it.
Venue
The property they work at. The venue sets the timezone their hours are recorded in, the currency they are paid in and the labour rules they are checked against.
Contract and pay
Full-time, part-time or casual; contracted hours; hourly or salaried; the rate. Payroll reads these directly.
Status
Invited, active, on leave or inactive, so the roster only offers people who can actually work.
Documents
Certificates and right-to-work files attached to the person, with expiry dates that compliance watches.
Adding people
There are three ways in, depending on how busy the moment is. The full form captures everything at once. Quick add takes a name, a role and a rate, for the new starter standing at the door mid-service; the rest can be filled in later. And a CSV import brings in a whole team from a spreadsheet in one step, allocating staff IDs for everyone and refusing the whole batch cleanly if it would take a venue past its plan’s limit.
Leavers, and history that stays intact
Removing someone archives them by default. They stop appearing on rosters and cannot sign in, but every shift they worked stays in the attendance log and in past pay runs, because those records are the evidence for what was paid. A record can be deleted outright only when it has no history at all, which covers the person added by mistake without ever letting a worked shift disappear.
What employees see
Each member of staff has their own view on their phone: today’s shift and whether they are checked in, their schedule for the week, the hours they have worked and, for hourly staff, what those hours come to. They can request a shift swap from there too.
Who can change what
Employees can update their own contact details and change their PIN. Their name, role, venue and pay are set by a manager, and are shown to them rather than editable by them.
Where profiles connect
A profile is where the QR check-in lands and where analytics start: reliability by department is built from these records. The full feature overview shows everything else that reads from them.
