Employee Profiles

Every employee in StaffBrik has a profile that acts as their central record. From here you can view and update personal details, track pay rate changes, manage access levels and kiosk passcodes, and review employment history.

Viewing an Employee Profile

Navigate to StaffBrik > Team and click on any employee's name to open their profile. The profile is organised into sections:

• Personal details - name, phone, email, date of birth, gender.
• Employment details - type, start date, contracted hours, NI category, qualifying days, pension status. With no qualifying days set, the profile reads "Not set: worked out from recent shifts when SSP is calculated".
• Pay information - current hourly rate and full rate history.
• Access and location - Team App access level and primary location.
• Absence summary - time off taken, sickness records, and Bradford Factor score.

Editing Employee Details

Click Edit on any section to update the employee's information. Changes take effect immediately for future scheduling and cost calculations.

Common edits include:

• Updating a phone number - if an employee gets a new mobile, update it here so they can continue logging in.
• Changing employment type - for example, moving a casual summer worker to a contracted position once they've proven themselves.
• Adjusting contracted hours - when a team member increases or reduces their weekly commitment.
• Updating NI category - for instance, when a young employee turns 21 and moves from category M to category A.

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Some changes - particularly pay rate updates - are tracked historically. StaffBrik never overwrites previous values; it records the new rate alongside the date it took effect.

Moving someone's start date earlier moves their first pay rate back with it, so shifts in the gap can be costed. Changing contracted hours or employment type refreshes their pay rates, shifts and the rota straight away, and re-costs the current and future rota weeks.

Pay Rate History

Every time an employee's hourly rate changes, StaffBrik logs it with:

• The previous rate.
• The new rate.
• The date the change took effect.
• Who made the change.

This gives you a complete audit trail - useful when reviewing annual pay progression or answering queries from staff about historical pay.

Example: rate history for a barista at a city-centre cafe

Effective date	Rate	Changed by
01/03/2025	£10.42	Initial rate (onboarding)
01/04/2025	£11.00	Emma (Manager)
01/04/2026	£11.44	James (Owner)

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When the National Living Wage increases each April, schedule your employees' new rates in their profiles as soon as you know them. Shifts already on the rota from the rate's start date, in the current and future rota weeks, are re-costed at the new rate straight away. Weeks that have ended keep the rate they were costed at. See Shift Costs and Pay Changes.

Scheduling and Changing Rates

Pay rates are on the Pay tab.

• Schedule Pay Rise and editing a rate are for anyone who can edit staff (owners, admins and members). Deleting a rate is for owners and admins only.
• A rate that has started cannot be deleted: "This rate has already started, so it can't be deleted. Schedule a new rate to change their pay." Nor can someone's only rate: "This is their only pay rate, so it can't be deleted. Edit it instead, or schedule a new rate."
• Two rates cannot start on the same day: "A pay rate already starts on 1 Apr 2027. Edit that rate instead." A date freed up by deleting a future rate can be used again.
• If someone on an under-21 (M, Z) or apprentice (H) NI letter will have outgrown it by the date the new rate starts, the form says so ("This employee is 21 on the date this rate starts, so letter M no longer applies. Their letter from then is A.") and offers Use A. Pension is ticked only from age 22.
• A new rate keeps the person's holiday treatment and employer NI rate when the form does not set them, so a pay rise never quietly drops holiday from a zero-hours worker's cost.

Someone with no pay rate yet, such as a person added on the shared Employees page, shows "No pay rate yet" and "-" for their base rate and shift cost. Their Pay tab says "No pay rate yet. Add one so they can be put on the rota." and Add Pay Rate can start from their start date. A future starter shows their first booked rate, for example "£13.00/hr from 8 Dec 2026". On the Team page they show "-" (and "Starts 8 Dec 2026") rather than £0.00.

The rota and its shift cards refresh as soon as a pay rate changes.

Access Levels

Each employee has one of three access levels, Owner, Manager or Employee, which sets what they can do in the Team App. Owners and managers can post announcements, moderate comments, and start chat groups there even when group conversations are switched off for the team. Most of your team should be on Employee. See Access Levels for the full description.

Access level is not the same as the role someone has in the Brikly web app (owner, admin, member or viewer). Web roles are set under Settings > Team and decide what a person can see and change on the web. See Roles and Permissions.

You can change an employee's level from their profile, within these limits:

• Only an owner can give someone owner access, or change the level of someone who has it.
• Only an owner or admin can give someone manager access, or change the level of someone who has it.

If you cannot change someone's level, the picker on their profile is locked and says why.

Team App Access and Web Account

Two switches on a profile are for owners and admins only:

• Team App access - whether the person can sign in to the Team App. Turning it off also disconnects them from chat at once.
• Web account - linking the person's employee record to their Brikly web login, with Link web account, or unlinking it. An owner or admin needs their own record linked to create chat channels.

Members see both but cannot change them. On the shared Employees page, the App Access switch is locked for members with "Only owners and admins can change this."

Kiosk Access

Owners and admins see a Kiosk access card on each employee's profile. It shows whether the person has a kiosk passcode and when it was last set, and lets you set, reset or remove it. See Kiosk Passcodes for how codes work.

Archiving an Employee

When an employee leaves your business, archive them rather than deleting their record. You can archive someone from the Team page in StaffBrik, from their profile, or from the Employees page.

Before you confirm, the archive dialog checks their rota and requests and lists what will happen, for example "3 shifts from tomorrow onwards will be removed from the rota". When you archive someone:

• Their shifts from tomorrow onwards are removed from the rota. Today's shift stays, along with every past shift.
• Pending time off is rejected, and approved time off starting after today is cancelled. Time off already under way is kept. See Managing Time Off.
• Pending open shift requests are declined, and they are taken off any targeted open shifts. If an open shift was offered only to them, the dialog says so, so you can pick someone else or withdraw it. See Open Shifts.
• If they are still clocked in, the entry is flagged in Attendance as a missed clock-out for you to close. No clock-out time is made up for them. The flag clears as soon as you add the clock-out.
• They lose access to the Team App for your business until restored. If they also work for another business that uses Brikly, their access there is not affected. Their kiosk passcode stays reserved, and stops working on the kiosk's next request.

Past shifts, absences, time off, pay rates and safety records all stay as they are. A message afterwards confirms what was done. If the tidy-up could not finish, it says the person was archived but asks you to check the rota and time off for anything still booked for them.

Archived staff are listed on the Archived tab of the Team page. They also stay on the rota in any week where they still have a shift, absence or time off, marked Archived, so every cost in that week has a name against it (see Staff Who Have Left). Reports keep them for the periods they worked.

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Retaining leaver data is important for compliance. HMRC may require access to historical employment records, and you may need to reference past pay rates or hours for reference requests or disputes. Archiving ensures nothing is lost.

Restoring an Employee

If someone comes back (common in hospitality), restore their record from the Archived tab rather than adding them again. Their history, kiosk passcode and Team App login come back with them.

• Phone numbers must still be unique. If someone else in your business now has their phone number, the restore is refused: "Someone else here already uses this phone number. Change one of the numbers before restoring them."
• Restoring someone the Xero sync archived unlinks them from Xero payroll, so the next nightly sync does not archive them again. Update their record in Xero, then link them again. See Importing from Payroll.
• Restoring someone you archived by hand who is still linked to Xero shows a warning: if Xero lists them as having left, its next sync will archive them again, so update their record in Xero.

Anything that was removed or cancelled when they were archived (future shifts, time off, open shift requests) is not put back.

Primary Location

Each employee has one primary location, shown on their profile: the site they normally work at. It decides:

• Which site's announcements reach them in the Team App.
• Which location chat channel they are in.
• Which site's rota grid they show on. Staff with no primary location show on every site's grid.
• Which site StaffBrik suggests when costing an absence or time off.
• Which site's SafetyBrik checks they can do on the Team App when they aren't clocked in. They can also do checks wherever they are clocked in, and staff with Owner or Manager Team App access can check every site.

If your business has a single active site, new employees are given it automatically.

Closing a site clears it as anyone's primary location, so give those staff a new one. A profile whose primary location has closed shows it as, for example, "Station Road (closed)". Staff with no primary location do not see announcements aimed at a particular site, and the announcement composer warns you about them by name.

Working Patterns

A working pattern is the shifts someone usually works each week, on the Patterns tab. Patterns fill the rota with Populate from Patterns, and decide which days time off books when there is no shift on the rota.

• A pattern can be set to one location or to All locations.
• Each row needs both a start and an end time. Overlapping shifts, or the same shift twice, on one day are refused with a message.
• When the pattern's hours differ from their contracted hours, the form offers Update to Xh. This saves the pattern first, and then the hours. If only the hours fail, the message says the pattern is saved. Zero-hours and casual staff are never asked, because they have no contracted hours ("Zero Hours: no contracted hours").
• A pattern set to a closed site shows "Station Road (closed)" on the card and in the form, with a hint to pick an open site.
• Owners, admins and members can add and edit patterns. Only owners and admins can delete one. Viewers see no actions.

Profile Tips for Hospitality Operators

• Keep phone numbers current. Staff in hospitality change numbers frequently - an outdated number locks them out of the system.
• Set qualifying days accurately. These drive SSP calculations. A full-time kitchen worker on a five-day pattern has different qualifying days from a weekend-only front-of-house team member.
• Review NI categories annually. Young employees move from category M to A when they turn 21. Missing this does not cause payroll errors (your payroll provider handles the actual NI calculation), but keeping it accurate in StaffBrik means your cost forecasts stay reliable.
• Use the absence summary. Before approving a holiday request, check the employee's profile to see how much time off they have already taken this year.