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Employees

Learn how to manage employee records, account access, QR codes, notifications, and attendance-related information within the Custr employee directory.

Overview

The Employees directory is used to manage staff records within Custr.

Employee records can be used to:

  • Host visitors

  • Receive notifications

  • Check in and out using staff attendance

  • Access the Dashboard and Companion App

  • Participate in evacuation procedures

  • Manage QR codes and RFID tags

Employees can exist within the directory without having access to the Dashboard.

This allows organisations to maintain a complete employee list while only providing system access to selected users.

For information on adding employees to Custr, see Adding Employees.

Employee Directory vs Account Access

An employee record and a user account are not the same thing.

Every employee in Custr is stored within the Employees directory. This allows them to:

  • Host visitors

  • Receive notifications

  • Use attendance workflows

  • Appear in evacuation procedures

To access the Dashboard or Companion App, an employee must also have Account Access enabled.

When Account Access is enabled:

  • The employee receives an account verification email

  • They can create a password

  • They can log into the Dashboard

  • They can log into the Companion App

  • Their assigned role determines what they can access

For more information, see:

Employee Records

Employee records can store:

  • Name

  • Email address

  • Phone number

  • Vehicle registration

  • QR code

  • Working days

  • Assigned role

  • Account access status

  • Additional notification recipients

  • Custom employee information

The information available may vary depending on your configuration and integrations.

Searching Employees

The Employees directory includes search and filtering tools to help locate staff records quickly.

You can search using:

  • Name

  • Email address

  • Phone number

  • Vehicle registration

Employees can also be filtered by role using the role filter displayed within the directory.

How to Edit an Employee

To edit an employee:

  1. Navigate to Directory > Employees

  2. Select the employee

  3. Click Edit

  4. Make your changes

  5. Click Save

Changes are applied immediately.

Employee QR Codes

Every employee is automatically assigned a QR code.

QR codes can be used as part of staff attendance workflows and can be:

  • Downloaded

  • Emailed to employees

  • Regenerated if required

QR codes are not automatically emailed when an employee is created.

To email a QR code:

  1. Navigate to Directory > Employees

  2. Select the employee

  3. Click Send QR Code

The employee will receive an email containing their QR code and instructions for use.

Additional Notification Recipients

Additional recipients allow notifications sent to an employee to also be delivered to another recipient.

This is commonly used for:

  • Personal Assistants

  • Reception teams

  • Shared inboxes

  • Department managers

Additional recipients receive the same notifications that the employee would normally receive.

RFID Tags

Employee records display the number of RFID tags assigned to the employee.

RFID tags cannot be manually assigned through the employee profile.

Instead, RFID tags are linked during the staff check-in process by presenting the tag to the RFID reader.

Assigned RFID tags can be removed from the employee directory if required.

For more information, see:

Working Days

Working days can be configured against an employee record.

These are primarily used within the rota view to provide a visual indication of an employee’s normal working pattern.

Working days:

  • Do not prevent attendance

  • Do not prevent check-ins

  • Do not prevent shift allocation

  • Can be overridden when creating rota entries

Archiving Employees

Employees who no longer require access to the system should be archived.

To archive an employee:

  1. Navigate to Directory > Employees

  2. Select the employee

  3. Click Archive

  4. Confirm the action

When an employee is archived:

  • They are removed from the active employee directory

  • They can no longer check in or out

  • They can no longer access the Dashboard or Companion App

  • Historical records are retained

  • The employee can be restored later if required

Archived employees can be viewed from the employee archive.

Employee Actions

Selecting an employee provides access to a range of actions.

Available actions include:

  • Edit employee details

  • Archive employee

  • Download QR code

  • Send QR code

  • Generate a new QR code

  • Enable account access

  • Remove assigned RFID tags

Available actions may vary depending on permissions.

Bulk Employee Actions

Multiple employee records can be managed at the same time.

Available bulk actions include:

  • Assign roles

  • Generate QR codes

  • Download QR codes

  • Send QR codes

  • Enable account access

  • Disable account access

  • Send password reset or email verification

  • Archive employees

  • Remove RFID tags

Bulk actions can help reduce administration when managing large employee lists.

Integrations

Employee records can be synchronised through supported integrations.

Available integrations include:

  • Office 365

  • Management Information Systems (MIS)

  • Nourish Care Planning

For setup instructions, see the relevant integration article.

Related Articles

Important Notes

  • Employees do not require Dashboard access to host visitors or receive notifications.

  • An email address is required for Dashboard access, Companion App access, QR code emails, and employee notifications.

  • Employees without an email address can still be used for attendance and visitor hosting.

  • QR codes are created automatically but are not emailed automatically.

  • RFID tags are assigned during the attendance process.

  • Archived employees can be restored if required.

  • Historical records are retained when employees are archived.


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