Staff — managing your team

Managing Your Staff in CaterCloud

The Staff section is where you build and maintain your team roster — storing contact details, pay rates, availability, and certifications for every team member. It's used by owners, admins, and managers to keep staff records organised and assign the right people to the right events.

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Viewing Your Team

Go to Staff in the main sidebar to see a list of all active staff members. Each card shows the staff member's name, role, and colour-coded identifier. Click any name to open their full record.

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Opening a Staff Record

From the Staff list, click a team member's name to open their detail page at Staff → [Name]. Here you can review and edit:

• Name and contact details (including phone number)
• Role — their position on your team (e.g. chef, server, driver)
• Pay rate — only visible to owners, admins, and managers with wage permissions
• Availability — the days or windows when they're free to work
• Certifications — food handling licences, RSA, first aid, and similar credentials

> Note: Pay rate information is restricted by role. If you can't see wage fields, ask your account owner or admin to check your permissions.

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Adding a New Staff Member

1. From the Staff page, click the Add Staff button.
2. Fill in the required fields: name, role, and contact details.
3. Add pay rate and certifications as needed.
4. Save the record — the staff member will immediately appear in your roster.

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Assigning Staff to an Event

Once a staff member's record exists, they can be assigned to bookings directly from the event or booking details screen:

1. Open the relevant booking or event.
2. Locate the Staff or Rostering section within that record.
3. Select the team member(s) you want to assign.
4. Confirm availability before saving to avoid conflicts.

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Editing or Updating a Record

Open the staff member's detail page and update any field directly. Changes save to their record and will reflect across any events they're already assigned to.

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Tip: Keep certifications up to date in each staff record — this makes it easy to check compliance when staffing events that require specific licences.