Staff activity in the system is controlled by staff contracts. Whether a staff member is considered active or inactive depends on the status and dates of their associated contracts. Managing these contracts correctly ensures staff appear in the right places for booking, scheduling, and reporting.
Staff members can have more than one contract, and each contract is assessed individually based on its start and end dates.
How staff activity is defined
A staff member is considered active when they have at least one contract that's currently within its valid date range.
A staff member is considered inactive when all of their contracts are inactive or have passed their end date.
Find active or inactive staff
To manage staff contracts, you first need to locate the staff member.
View active staff
Click the Staff icon at the top of the screen.
In the menu, select the Active checkbox.
This displays:
A list of all active staff.
A live count of staff matching the selection.
The count updates automatically as filters are applied.
View inactive staff
To view inactive staff:
Select the Inactive checkbox.
This shows all staff members who currently have no active contracts.
Manage staff contracts
Staff contracts control whether the system treats a staff member as active or inactive.
To view contracts, follow these steps:
Click on the staff member.
Click Contracts.
This screen shows:
The total number of contracts linked to the staff member.
Whether any of those contracts are inactive.
Identify active and inactive contracts
Active contracts
Active contracts display normally in the contract list.
When an active contract is selected, key information is shown, including:
Date From: when the contract starts.
Date To: when the contract ends.
If the system end date is extended, the active contract extends automatically while it remains within the valid date range.
Make a contract inactive
To make an active contract inactive, follow these steps:
Set the Date To field to the contract end date.
Alternatively, click on today’s date to end the contract immediately.
Once all contracts for a staff member are inactive, the staff member is automatically marked as inactive.
Inactive contracts
Inactive contracts appear:
In light grey, italic text.
At the bottom of the contract drop‑down list.
A contract becomes inactive once its Date To has passed.
Inactive contracts don't extend if the system end date changes.
How inactive contracts affect staff status
A staff member is only considered inactive when all contracts are inactive.
If at least one active contract exists, the staff member remains active.
Extending system dates doesn't reactivate inactive contracts.
This ensures staff activity reflects current contractual eligibility.
Summary
Managing staff activity relies on correctly maintaining contract dates. Active contracts keep staff available for scheduling and booking, while inactive contracts automatically remove staff from active workflows once all contracts expire.
Keeping contracts up to date helps ensure accurate rostering, reporting, and system behaviour.