Employee Management

The Employees section is where you manage your workforce --- adding new staff, setting their employment details, assigning them to locations and teams, and configuring their payroll classification. Navigate to Dashboard -> Employees.

What is the Employees Page?

Every person who works in your organisation needs an employee record in WoPora before they can:

• Clock in or out (kiosk or app)
• Have timesheets tracked against them
• Appear on the scheduling roster
• Receive payroll calculations
• Request leave

The Employees page lists all staff in your organisation. You can search, filter by location or team, and click any employee to open their profile.

Adding a New Employee

1. Go to Dashboard -> Employees -> Add Employee
2. Fill in the employee's personal details:
   • Full name
   • Email address (used for login and notifications)
   • Phone number
   • Date of birth (optional)
3. Set their employment details:
   • Employment type: Casual, Part-time, or Full-time
   • Standard hours per week (e.g., 38 for full-time)
4. Assign their award and classification:
   • Select the applicable Modern Award from the dropdown
   • Choose the correct award level (e.g., Level 2 --- Retail Employee)
5. Assign the employee to a location and team
6. Set a 4-digit PIN for kiosk clock-in
7. Click Save Employee

Sending an Onboarding Email

After saving, tick Send welcome email to have WoPora automatically email the employee their login link and instructions to set their password. They must complete this setup before they can log in to the Staff Portal.

Editing an Employee

1. Find the employee in the list (use the search bar or filters)
2. Click their name to open their profile
3. Click Edit on any section you want to change
4. Save your changes

All edits are logged in the employee's audit history.

Employee Profile Sections

Personal Details

Name, email, phone, date of birth, profile photo, and admin notes.

Employment

Employment type, standard hours per week, start date, and end date.

Award & Classification

The Modern Award assigned to this employee and their level. This determines their base pay rate, penalty rate rules, and leave entitlements.

To change an employee's award:

1. Open the employee profile
2. Go to the Employment tab
3. Change the Award and Award Level dropdowns
4. Save

Location Assignment

Which location(s) the employee is assigned to. This controls which kiosk devices they can clock in on, geofencing validation, which roster they appear on, and which reports include them.

An employee can be assigned to multiple locations (e.g., staff who float between sites).

Team Assignment

Which team(s) the employee belongs to. See Teams.

Leave Balances

Current balance for each leave type. Calculated automatically based on the award configuration and hours worked.

Clock PIN

The 4-digit PIN used at the kiosk. PINs must be unique across all employees.

To reset a PIN: open the profile -> Security -> enter a new PIN and save.

Login Account

The linked WoPora user account for the Staff Portal. An employee can only log in if they have a linked user account. See Users & Roles.

Searching and Filtering Employees

• Search bar --- Search by name, email, or PIN
• Location filter --- Show only employees at a specific location
• Team filter --- Show only a specific team's members
• Employment type filter --- Filter by Casual / Part-time / Full-time
• Status filter --- Show Active, Inactive, or All employees

Deactivating an Employee

When someone leaves, deactivate them rather than deleting them (to preserve historical records):

1. Open the employee's profile
2. Click Deactivate Employee
3. Enter a reason and their end date
4. Confirm

Deactivated employees cannot clock in, don't appear on the roster, but still appear in historical reports and can be reactivated.

Employee Photo

A photo helps with identification on the kiosk and face verification:

1. Open the employee profile and click the photo area
2. Upload a clear, front-facing photo (JPG or PNG, under 5MB)
3. Crop and save

Employment Types Explained

Related Docs

• Teams
• Locations
• Users & Roles
• Leave Management
• Awards & Compliance