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 review employment history.

Viewing an Employee Profile

Navigate to StaffBrik > Employees 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.
• Pay information - current hourly rate and full rate history.
• Access and locations - access level and assigned location(s).
• 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.

info

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.

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)

tip

When the National Living Wage increases each April, update your employees' rates in their profiles. StaffBrik will use the new rate for all shifts created from that point forward, while historical shifts retain the rate that was in effect when they were created.

Roles and Access Levels

Each employee has one of three access levels. You can change an employee's level at any time from their profile.

Owner

• Full, unrestricted access to the entire Brikly organisation.
• Can manage billing, organisation settings, and all locations.
• Can view and edit every employee's profile, pay details, and absence records.
• Can create, edit, publish, and lock rotas at any location.
• Can generate all reports.

caution

Owner access should be limited to business owners and directors. It includes access to billing information and the ability to delete data.

Manager

• Can view and manage employees at their assigned location(s).
• Can build, edit, and publish rotas for their location(s).
• Can approve time-off requests and record absences.
• Can view labour cost summaries and shift reports for their location(s).
• Cannot access billing, organisation-wide settings, or other locations' data.
• Cannot view or edit other managers' or owners' pay details.

Managers are ideal for head chefs, shift supervisors, or venue managers who need to run day-to-day staffing without access to the wider business configuration.

Employee

• Can view their own published shifts and upcoming rota.
• Can submit time-off requests.
• Can view their own profile and update limited personal details (phone, email).
• Cannot view other employees' profiles, pay rates, or schedules.
• Cannot edit rotas or approve requests.

This is the default level for most team members - front-of-house staff, kitchen porters, bakers, baristas, and so on.

Soft Deletion

When an employee leaves your business, StaffBrik uses soft deletion rather than permanently removing their record. This means:

• The employee is marked as inactive and hidden from the active employee list and rota builder.
• All historical data is retained - shifts worked, pay rates, absence records, and time-off history.
• The employee's record can still be accessed through filters (e.g., "Show inactive employees") for reference, reporting, or compliance purposes.
• If the employee returns (common in hospitality), their record can be reactivated rather than re-created from scratch.

info

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. Soft deletion ensures nothing is lost.

Multi-Location Profiles

An employee can be assigned to more than one location. Their profile remains a single record, but they appear in the employee list and rota builder for each assigned site.

This is useful for:

• Floating staff - a sous chef who works at two restaurants in the same group.
• Relief cover - a barista who fills in at whichever cafe needs them that week.
• Centralised roles - an operations manager who oversees multiple venues.

When viewing an employee's profile, you can see all their location assignments and add or remove locations as needed.

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.