StaffHub User Guide

Register Your Organization

The very first Admin (the owner) registers the organization and then invites everyone else.

1. Go to staffhubapps.com/register-org.

2. Enter your name, work email address, and a strong password, then click Create Account.

3. StaffHub sends a verification email — click the link inside to confirm your address.

4. The Onboarding Wizard opens automatically. Work through the steps: enter your company name, pick an industry template, add your first office/location, add positions, and choose your default work days.

5. Click Finish Setup. Your organization is ready.

Invite Staff & First Login

After the org is set up, invite your team from the Roster page (see Roster & Staff). Each invited employee receives an email with a secure, time-limited link.

1. Employee receives the invite email — it contains a personal "Accept Invitation" link.

2. They click the link, which opens a Set Password page.

3. They choose a password, complete the form, and land on their personal dashboard or My Schedule page.

4. On subsequent visits they log in at staffhubapps.com with their email and password.

Forgot Password

1. On the login page, click Forgot password?

2. Enter your email address and click Send Reset Link.

3. Check your inbox and click the link (expires in 1 hour).

4. Enter your new password and confirm it, then click Reset Password.

Dashboard Overview

Admins & Managers land on the Dashboard, which shows:

• Today's schedule summary (who's in, who's scheduled, no-shows)
• Pending time-off requests and shift-swap approvals
• Quick-access widgets for recent messages and tasks
• A "Next Shift" card and current attendance status

Staff land on My Schedule, which shows:

• Their current week's schedule at a glance
• Upcoming shifts and time-off entries
• Shift-swap requests awaiting their response

Company Profile & Branding

1. Navigate to Settings → Company.

2. Update your Company Name, tagline, and timezone.

3. Upload a Company Logo (PNG or JPEG, up to 10 MB) — it appears in the sidebar and on kiosk screens.

4. Set a Brand Color to theme the app's accent colors.

5. Optionally configure a custom From name for outgoing emails Pro / Ultimate.

6. Click Save Changes.

Creating Offices / Locations

1. Go to Settings → Offices.

2. Click Add Office and enter a short key (e.g., MAIN) and a display label (e.g., "Main Branch").

3. Repeat for each location. Managers will be assigned to specific offices.

4. Click Save.

Positions & Pay Rates

1. Go to Settings → Positions.

2. Edit the default positions (Manager, Associate, Specialist, Support) or click Add Position to create new ones.

3. For each position, set the default PTO hours per day (e.g., 8 h Mon–Thu, 4 h Fri).

4. Per-employee pay rates are set on each employee's profile in the Roster.

5. Click Save.

Feature Flags

Enable or disable optional modules under Settings → Features:

• Messaging — allow staff to send direct messages and announcements
• Shift Swaps — let employees request shift exchanges
• Kiosk Mode — enable the dedicated clock-in terminal
• Mileage Tracking — log and reimburse driving distances Crew
• Receipt Capture — staff submit expense receipts for manager approval
• Crew / Field mode — enables job sites, dispatch board, and mobile clock-in Ultimate Crew
• No-Show Alerts — notify managers when a scheduled employee hasn't clocked in by a configurable grace period

Plans & Billing

1. Go to Settings → Subscription.

2. Review the available plans (Free, Pro, Ultimate, Ultimate Crew) and their feature sets.

3. Click Upgrade next to your desired plan — you're taken to Stripe's secure checkout.

4. After payment, your plan updates immediately and new features unlock.

5. To manage payment method, invoices, or cancel, click Manage Billing — this opens the Stripe customer portal.

Adding Employees

1. Click Add Employee in the top-right corner of the Roster page.

2. Fill in the employee's Full Name, Position, and Office.

3. Optionally add an Employee ID, start date, and Pay Rate (hourly or salary).

4. Click Save Employee. The employee now appears in the roster and can be added to schedules.

Sending Invites

1. On the Roster page, find the employee and open their profile panel (click their name or the ··· menu → View Profile).

2. In the profile panel, click Send Invite and enter (or confirm) their email address.

3. Click Send. StaffHub emails a personalized invite link to the employee.

4. The invite status shows as Pending until the employee sets their password.

Assigning Roles, Offices & Pay

1. Open the employee's profile panel from the Roster.

2. Click Edit and update their Role (Staff / Manager / Admin), Office, and Position.

3. Enter a Pay Rate and whether it's hourly or salary.

4. Click Save.

Deactivating & Reactivating Staff

To deactivate:

1. Open the employee's profile panel → More Actions → Deactivate Employee.

2. Confirm the dialog. Their future shifts are cleared and they can no longer log in.

3. Historical schedule data and timesheets are preserved.

To reactivate:

1. In the Roster, toggle the filter to Inactive to find deactivated employees.

2. Open their profile panel and click Reactivate.

3. Re-assign their office and position as needed, then click Save.

Weekly Schedule Editor

Navigate to Schedules in the sidebar. The weekly grid shows employees as rows and work days as columns.

1. Use the week arrows (‹ ›) to navigate to the target week.

2. Click an empty cell to add a shift for that employee on that day. A dialog appears — select the status (Working, Time Off, Other Office, etc.) and optionally set start/end times.

3. To copy a shift, hover a cell and click the Copy Shift button that appears, then select the destination day. Changes save automatically.

4. To edit an existing shift, click the cell. Update the values and click Save.

5. To delete a shift, open the cell and click Remove.

6. Use the Bulk Actions toolbar (select multiple cells with checkboxes) to apply the same status to many employees at once.

Recurring Schedules

1. In the Schedules grid, click an employee's name row header → Set Recurring Schedule.

2. Define the weekly pattern (e.g., Working Mon–Fri, Off Sat–Sun).

3. Choose a start date and optionally an end date.

4. Click Apply. The pattern fills future weeks automatically.

Calendar & Month View

The Calendar page (sidebar → Calendar) shows a monthly view of all employees' schedules. Use it to spot coverage gaps or plan ahead. You can also export the schedule as an ICS file (compatible with Google Calendar and Outlook) from the Calendar page.

Locking Schedules & Staffing Alerts

Locking prevents further edits to a published week:

1. Navigate to the target week in Schedules.

2. Click the Lock Week button in the toolbar.

3. Confirm the dialog. The week is now read-only for Managers; Admins can still unlock it.

Staffing Alerts Pro / Ultimate

• Go to Staffing Forecast in the sidebar to configure minimum staffing rules per day/position.
• The sidebar badge shows the number of days with unfulfilled coverage requirements.
• Resolve alerts by adding shifts until the minimum is met — the badge clears automatically.

Staff: Viewing My Schedule

1. Log in to StaffHub. You land directly on My Schedule.

2. Use the week arrows to navigate to past or future weeks.

3. Tap/click any shift cell to see its details (start time, location, notes).

Staff: Submitting a Time-Off Request

1. Click Time Off in the sidebar (or bottom nav on mobile).

2. Click Request Time Off.

3. Select the Date Range (single day or multi-day).

4. Choose the Leave Type (Vacation, Sick, Personal, etc.).

5. Add an optional note for your manager, then click Submit Request.

6. Your request appears as Pending until a manager acts on it.

Managers: Approving or Denying Requests

1. A pending request triggers a badge on the Time Off sidebar item.

2. Go to Time Off → the Pending tab.

3. Review the request dates, leave type, and any notes.

4. Click Approve or Deny. You can add an optional note visible to the employee.

5. On approval, the schedule cell for those days updates automatically.

PTO Balances & Policies

1. Go to Settings → PTO Policies.

2. Set the number of PTO hours accrued per day for each position.

3. To set or adjust an individual employee's current PTO balance, open their profile on the Roster and edit the PTO Balance field.

4. Approved time-off requests automatically deduct from the balance based on the day's configured PTO hours.

Kiosk Clock-In (PIN or Passkey)

Setting up the kiosk:

1. Enable Kiosk Mode in Settings → Kiosk (Admin only; available on Pro and Ultimate plans).

2. Click Kiosk in the sidebar — this opens the dedicated clock-in screen in a new tab. The URL includes your organization slug (/kiosk?org=…) so you can bookmark it.

3. Leave this tab open on a shared tablet or desktop at the workplace entrance. Managers should log in first and then open the kiosk link — the clock-in interface itself only exposes the PIN prompt, not manager features.

Employees clocking in:

1. The kiosk displays your organization's branding. An employee enters their 4-digit PIN (set up under their profile) or uses a registered passkey.

2. A success screen confirms the punch. The system records the exact timestamp and links it to their scheduled shift.

3. At the end of their shift, the employee returns to the kiosk and clocks out the same way.

Mobile Clock-In Crew Plan

When enabled, crew members can clock in directly from the StaffHub app on their phone. They tap the clock icon in the sidebar, authenticate with their app PIN or biometrics, and the punch is recorded.

Attendance Dashboard

1. Navigate to Attendance (or Timesheet for Crew orgs) in the sidebar.

2. Select the date range you want to review.

3. The table shows each employee's clock-in/out times, break duration, and total hours worked for each day.

4. Employees shown in red did not clock in for a scheduled shift (potential no-shows).

5. Use the Export button to download a payroll-ready CSV Ultimate.

Reviewing & Editing Time Punches

1. In the Attendance dashboard, click the pencil icon next to any punch to edit it.

2. Adjust the clock-in or clock-out time as needed and click Save.

3. To add a missing punch, click Add Punch for that employee on that day and enter the time.

4. All edits are recorded in the audit log for accountability.

Staff: Requesting a Swap

1. Click Shift Swaps in the sidebar.

2. Click Request a Swap.

3. Select the shift you want to give away (your shift) from the list.

4. Select the colleague you'd like to swap with and the specific shift of theirs you'd like to take.

5. Add an optional note and click Send Request.

6. Your colleague is notified. They must accept the swap before it goes to manager review.

Managers: Reviewing Swap Requests

1. A badge on Shift Swaps in the sidebar shows pending requests.

2. Go to Shift Swaps → Pending Approvals.

3. Review the swap details (who, which shifts, dates).

4. Click Approve or Deny. Add a note if needed.

5. On approval, the schedule updates automatically for both employees.

Creating Job Sites

1. Navigate to Job Sites in the sidebar.

2. Click New Job Site.

3. Enter the Site Name, address (with autocomplete), GPS coordinates, and any notes.

4. Optionally assign a contract or client details.

5. Click Create. The site appears in your sites list and on the dispatch board.

Assigning Permanent Crew

1. Open the job site's detail page (click the site name).

2. Go to the Crew tab and click Assign Crew Member.

3. Select the employee(s) to permanently assign to this site — they'll appear on the site's daily crew list.

4. Click Save.

Dispatch Board

1. Click Dispatch in the sidebar to open the daily dispatch board.

2. The board shows all active job sites for today with assigned crew and clock-in status.

3. Click the Reassign button on a crew member's card to move them to a different site for the day.

4. Click the Share Public Link button to generate a read-only dispatch link you can send to clients or subcontractors — no login required.

Visit Notes, Photos & Equipment

1. On a job site's detail page, open the Notes tab.

2. Click Add Visit Note, write the note, and optionally attach a photo from the camera or file picker.

3. For equipment, go to the Equipment tab to see tools currently assigned to the site. Add or remove items as needed.

Viewing Job-Site Costs & Revenue

1. Navigate to Financials in the sidebar (under the Field group).

2. The hero cards show totals across all active sites: Revenue, Materials, Labor, Contractor Costs, Mileage, and Profit/Loss.

3. Click any site card to drill into per-site breakdowns.

4. Use the Date Range filter to scope data to a specific period, or leave it on Lifetime for all-time totals.

Contracts & Milestones

1. Go to a job site's detail page → Contracts tab, or use Open Contracts in the sidebar.

2. Click New Contract and fill in the client, total value, and description.

3. To break a contract into phases, click Add Milestone and set each milestone's name, value, and due date.

4. As work is completed, mark milestones as Paid — the Financials dashboard updates accordingly.

5. Attach a PDF invoice or contract document to the record using the Attach Document button.

Receipts & Mileage

Staff submitting a receipt:

1. Click Receipts (or My Receipts for crew staff) in the sidebar.

2. Click Submit Receipt.

3. Enter the amount, vendor, date, and category. Attach a photo of the receipt.

4. Click Submit. The receipt shows as Pending until a manager reviews it.

Managers reviewing receipts:

1. A badge on Receipts shows the number of pending submissions.

2. Go to Receipts → select a pending receipt.

3. Review the details and photo, then click Approve or Reject.

4. Approved receipts flow into the Materials cost line in the Financial Hub.

Mileage logging:

1. Go to Mileage in the sidebar.

2. Click Log Trip and enter the date, distance, and purpose.

3. The mileage cost is calculated automatically using the configured method (IRS rate, custom rate, or gas receipts) set in Settings → Mileage.

Exporting Financial Reports

1. In the Financial Hub, click the Export dropdown.

2. Choose CSV for a spreadsheet-compatible export or QuickBooks IIF for accounting software import.

3. The export covers all active sites plus org-level unassigned costs. Archived/inactive sites are listed separately for full visibility.

4. Your download starts immediately.

Documents

1. Navigate to Documents in the sidebar.

2. Click Upload Document and select a file (PDF, DOCX, image, etc.).

3. Set a Name and optionally a Category and Expiry Date.

4. Choose visibility: visible to all staff, managers only, or specific offices.

5. Click Save. Staff members with access can view and download the document.

Tasks & Checklists

1. Navigate to Tasks in the sidebar.

2. Click New Task.

3. Enter a title, description, priority, due date, and assign it to one or more employees.

4. Optionally add a checklist of sub-items (click Add Checklist Item).

5. Click Create Task. The assignee is notified via in-app notification (and email/SMS if enabled).

6. Assignees update the task status (Open → In Progress → Done) as they work through it.

Messages & Announcements

Sending a direct message:

1. Click Messages in the sidebar.

2. Click the New Message (compose) icon.

3. Select a recipient (or multiple for a group conversation).

4. Type your message and press Send. The recipient sees an unread badge.

Sending an announcement (broadcast to all staff):

1. In Messages, click New Announcement.

2. Select which office(s) should receive it.

3. Write the announcement text and click Post.

4. All staff in the selected offices receive an in-app notification.

Personal Profile

1. Click your avatar or name in the bottom-left of the sidebar → Settings.

2. Update your Display Name and upload a profile photo.

3. Change your Password under the Security tab.

4. Register or remove a Passkey (biometric / Windows Hello) under Security.

5. Click Save.

Notification Preferences

1. Go to Settings → Notifications.

2. Toggle Email Notifications on or off.

3. Toggle SMS Notifications on or off Ultimate. Enter your mobile number if not already set.

4. Enable or disable Push Notifications (requires the browser to grant permission).

5. Individually toggle specific event types: schedule changes, time-off decisions, task assignments, shift-swap updates, etc.

6. Click Save Preferences.

PWA / Mobile App Install

StaffHub works as a Progressive Web App — you can install it to your home screen for an app-like experience without visiting the App Store.

1. Open staffhubapps.com in your mobile browser (Safari on iOS, Chrome on Android).

2. On iOS: tap the Share icon → Add to Home Screen.

3. On Android: tap the three-dot menu → Install App or Add to Home Screen.

4. The StaffHub icon appears on your home screen. Launch it for a full-screen, app-like experience.

Organization-Wide Settings (Admin)

Beyond the sections covered in Admin Setup, the Settings page also includes:

• Work Days — Configure which days of the week are working days (default Mon–Fri, supports 7-day scheduling).
• Language — Set the default display language for the org (English or Spanish). Individual users can override this in their own settings.
• Daily Digest Email — Configure a scheduled email summary sent to managers each morning with attendance, time-off, and schedule highlights.
• Idle Timeout — Set how long before inactive sessions are logged out automatically.
• Kiosk Branding — Customize the kiosk background, message, and logo separately from the main app branding Pro / Ultimate.
• Data Export — Download a full export of your organization's data at any time.

Where Your Data Lives

StaffHub stores all data in two places — both managed, cloud-hosted, and isolated per organization:

• Managed cloud database — all structured records: employee profiles, schedules, time-off requests, time punches, shift swaps, messages, announcements, tasks, financial records, and document metadata.
• Secure cloud object storage (Cloudflare R2) — all uploaded files: documents, receipt photos, doctor notes, punch photos, contract/invoice PDFs, job-site photos, and company logos.

Each organization's data is fully isolated — no records, files, or settings are shared between organizations on the platform.

How to Back Up Your Data

Admins can download a snapshot of their organization's structured records at any time using the Backup & Export feature.

1. Navigate to Settings and open the Data tab.

2. Find the Backup & Export card and click Download Backup.

3. A JSON file downloads immediately. It includes: employees, schedules, time punches, time-off requests, shift swaps, messages, announcements, and document metadata.

What Is Retained and When

• Active organization — all data is retained for as long as your organization is active, regardless of plan tier.
• Deactivating a staff member — removing an employee from the roster does not delete any org data. Their historical schedules, time punches, and approved time-off records are preserved and remain accessible to admins and managers.
• Plan downgrade — downgrading your plan hides certain features but does not delete data. Re-upgrading restores access to previously hidden records.
• Organization deactivation — deactivating your organization logs everyone out and prevents sign-in, but your data is retained for 90 days. You can contact StaffHub support to reactivate within that window. After 90 days, data may be purged by the platform operator.

Before You Deactivate

If you are planning to deactivate your organization or switch providers, run through this checklist first: