How do I Add New Staff Members?

Adding new staff members can only be done by admin users. 

To add new staff members, open your taskbar in the top right of your screen and select 'add staff'. This can be done from any page. 

From here, you have three options. 

Quick Add


This method allows you to add multiple staff rapidly, with just their name and email address. You can enter the rest of their information at a later time. 
  • Click 'Start'.
  • Enter the email address, first name and last name of the employee/s you wish to add. 
  • Select the working pattern you wish to assign them to. (If the working pattern does not exist, you will need to create one before adding your new staff member/s).
  • Choose to send their invite email by ticking 'send invitation email to staff?'. Leave this box unticked if you want to send this email later. 
  • Hit 'Save'.
You will be taken to your Organisation Chart, where you can assign a manager and add a job title to your new employees. You can also determine whether they have admin permissions here. To do this, click on the cog next to their name. Alternatively, click on their name and add their data directly to their profile

Add and Onboard


This method allows you to add individual staff members, choose their start dates, create onboarding tasks and send them an onboarding email prior to their start date. 
  • Click 'Start'. 
  • Enter the first name, last name and email address of the employee you wish to add. 
  • Select the working pattern you wish to assign them to. (If the working pattern does not exist, you will need to create one before adding your new staff member/s).  
  • Enter the new employee's start date. 
  • Choose whether you want to send their invite email immediately, on their start date (if adding them ahead of time) or at a later time.
  • If you wish to assign an onboarding checklist, toggle on 'create onboarding tasks'. This will expand the page, allowing you to select from an existing checklist template. To edit the tasks assigned to the chosen checklist, hover over a task and click 'edit'. From here, you can amend the name or description of the task, edit the due date, upload files and change the assignee.  Alternatively, click the dustbin icon if the task is not needed. An option to add a new task to the checklist is available at the bottom of the list. 
  • If you wish to send the new starter an onboarding email, toggle on 'send staff member an onboarding pack'. This will expand the page further, allowing you to enter information that you wish to send to your new starter ahead of their start date.
  • When you've finished, click 'save staff member' to go to your organisation chart or 'save and add another' to add another staff member via this method. 
When you choose 'save staff member', you will be taken to your Organisation Chart, where you can assign a manager and add a job title to your new employees. You can also determine whether they have admin permissions here. To do this, click on the cog next to their name. Alternatively, click on their name and add their data directly to their profile.   


Add and Onboard


This method allows you to bulk add staff from a spreadsheet with our simple import wizard.
  • Click 'Start'.
  • Click 'Download Template'.
  • Populate the template with your staff data. Note that as a minimum, you must enter a work email address, first name, last name, office and working pattern for each employee being imported. The office must be Head Office for the purposes of the import. This can be changed once they have been added to your account. The working pattern will need to have already been created and should be entered to the spreadsheet exactly as is in Staff Squared (watch out for sneaky spaces in the working pattern name that might throw the import off). 
  • Save the spreadsheet and upload it under step 4 on the import staff page (where you downloaded the template from).
  • Click 'Preview Import'.
  • If there are no issues with your import, the next page will display a green banner at the top of the page. You can then hit 'Import Staff' and let us do the rest. If there are any problems with the import, these will be highlighted. You will need to amend the spreadsheet accordingly and re-upload the spreadsheet to start to import again. 
Once the import has been completed, you will be shown a list of all users added to the system. From here, you can go to the Organisation Chart, return to your staff list or view their profiles by clicking 'view'. 

If you would like us to complete the staff import for you, simply download and populate the template spreadsheet and send it to us at support@staffsquared.com.


NB: When adding new staff, ensure that they are given a unique email address. This is used to log in with, so there cannot be more than one account registered to the same email address. 

NB: If you pay for your account annually, you will have a staff limit applied to your account. You can find the number of licences available to you under your billable staff count on your Account page. When you reach this limit, you will need to purchase more licences in order to add extra staff. This option will be offered to you when you try to add new staff if you have no licences available. 

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