On the User Details page, you can change the staff details, positions, locations, employment period, days off, guide fees, labels, and role of a user. You can also see the Shift Rules that apply to a staff member.
Open the user details
Go to Settings > Users.
Click the name of the user. The User Details page opens.
You can also click the gear icon at the end of the row. Then click View Details.
Edit the staff member details
The Staff Member Details, Shift Rules, Unavailability, Guide Fees, and Staff Member Labels cards show only when the user is a staff member.
In the Staff Member Details card, click Edit.
Change one or more of these fields:
Display Name: leave it empty to use the first and last name.
Phone: the phone number of the staff member.
Shift Acceptance Required: when this is on, the staff member must accept each shift that you publish to them. When it is off, PaxFlow accepts the shift for them.
Click Save.
You cannot change the email in this card.
Change the positions
Positions mirror user group membership. When you add or remove a position, PaxFlow also changes the user groups of the user.
In Assigned Positions / User Groups, click Add position.
Click a position. PaxFlow saves it at once.
To remove a position, click the x on it.
You can assign the staff member only to shifts for one of their positions.
Assign locations
Assigned locations are the products and locations that the staff member can work with.
Next to Assigned Locations, click Manage. The Assign Locations window opens.
To show one type of location, click All, Product, or Other. To find a location, enter its name in the search field.
Select the locations. To change all of them, click Select All or Deselect All.
Click Save Changes.
PaxFlow uses the assigned locations in these places:
You cannot assign the staff member to a shift at a location that is not assigned to them.
The staff member cannot claim an available shift at a location that is not assigned to them.
Emails about available shifts go only to staff whose locations match the shift.
Set the employment period
The Employment period card sets the first and last day of work for a staff member. Outside these dates, the staff member shows as not employed and you cannot assign shifts to them.
In the Employment period card, select a date in First day of work.
Select a date in Last day of work.
Click Save.
To keep the period open at the start or at the end, leave that field empty. To remove a date, clear the field and click Save.
If the staff member has future shifts or pending shift claims outside the new period, a dialog shows the dates of these shifts and claims before PaxFlow saves. Click one of these buttons:
Click Unassign shifts to remove the staff member from these shifts. PaxFlow offers the shifts to other staff as open shifts. If there are pending claims, this button is Unassign and deny. PaxFlow then also denies the claims and tells the staff member.
Click Keep shifts assigned to save the period and keep the shifts. If there are pending claims, this button is Keep as is.
Click Cancel to go back without saving.
A message shows that the employment period is saved. It also shows how many shifts PaxFlow unassigned and how many claims it denied.
See the Shift Rules of a staff member
The Shift Rules card shows the limits that apply to the staff member, for example the minimum rest between shifts and the maximum hours in a day. A badge next to each limit shows where it comes from, for example Company or Default.
To change the limits, click Edit shift rules.
Note: If you do not see the Shift Rules card, your company does not have Shift Rules. To turn on Shift Rules, ask PaxFlow support. If you do not see Edit shift rules, your user group does not have access to Settings > Operations. To get access, ask an admin in your company to change your user group in Settings > User groups.
See the days off of a staff member
The Unavailability card shows when the staff member is not available for shifts. It has these lists:
Recurring schedules: days off that repeat every week. Each row shows the weekdays and hours, the date range, and the title.
Upcoming: single days off and periods that are not over.
Past: schedules that ended and days off that are over. Click Past to show them.
You can edit and delete only recurring schedules in this card. Single days off and periods show in the lists without these buttons.
Add a day off or a period
In the Unavailability card, click Add unavailability. The Add unavailability window opens.
On the Date range tab, select the start in From and the end in To.
Optional: enter a title in Title, for example Vacation or Sick leave. Enter more information in Note.
Click Create. The period shows in the Upcoming list.
If the period overlaps shifts that are assigned to the staff member, the Shift Double-Booking window opens. Click Proceed Anyway to save the period.
Add a recurring schedule
Use a recurring schedule for days off that repeat every week, for example a class on Monday and Tuesday.
In the Unavailability card, click Add unavailability.
Click the Recurring tab.
Click Pick a date range. Select the first day.
To set an end date, select the last day. The calendar closes. To keep the schedule open, click Done instead. The field then shows No end date.
In Days, turn on each weekday that the staff member is not available. For each day, set the hours. The default hours are 09:00 to 17:00.
Optional: enter a title in Title and more information in Note.
Click Create. The schedule shows in the Recurring schedules list.
Edit a recurring schedule
In Recurring schedules, click Edit next to the schedule. The Edit recurring unavailability window opens.
Change the date range, the days, the hours, the title, or the note.
Click Save. A message shows that PaxFlow updated the schedule.
If the schedule has already started, changes apply from today. Earlier days off stay as they were. If the change overlaps assigned shifts, the Shift Double-Booking window opens. Click Proceed Anyway to save the change.
Edit does not show for a schedule that has ended. It also does not show for a schedule that has more than one set of hours on one weekday.
End or delete a recurring schedule
Click the trash icon next to the schedule. The Remove recurring schedule window opens.
Select one option:
End schedule from today: the schedule gives no more days off from today. PaxFlow keeps the earlier days off, so past work reports stay accurate. If the schedule has not started, the window shows its start date instead of today.
Delete completely: PaxFlow removes every day off from the schedule, including the days off that already happened. Past work reports no longer show them.
Click End schedule or Delete completely. The button name follows your option.
Delete completely does not remove earlier days off from before an edit. They stay as they were.
Add a guide fee
A guide fee is a fee for the staff member on a product. PaxFlow shows the fee on the staff card when you assign staff to a departure, and in the Guide Fee column of the Work Report.
In the Guide Fees card, click Add Fee. The Add Guide Fee window opens.
In Product, click All products or Specific products. For specific products, select the products in Select products.
In Fee Type, select Flat rate, Hourly rate, or Tiered by passenger count.
Enter the amount and select the currency. For Tiered by passenger count, enter the amount for each number of passengers in Tiers.
Optional: enter a note in Note (optional).
Click Create.
A staff member can have only one fee for all products. When they have one, All products does not show.
To change a fee, click the pencil icon next to it. To delete a fee, click the trash icon. Then click Delete.
Add labels
Labels show the certifications, languages, and other attributes of the staff member.
In the Staff Member Labels card, click Add Label.
To find a label, enter its name in the search field.
Click the label. PaxFlow saves it at once.
To remove a label, click the x on it.
Change the role
In the Role card, click Edit.
Select the role: Owner, Admin, or User. PaxFlow saves the new role at once.
Click Done.
See the user account
The User Account card shows the first name, last name, and email of the user account. You cannot change them on this page.
Change user groups and roles in the users list
You can change the user groups and the role of a user without opening the user details.
Go to Settings > Users.
In the User Groups column, click the list in the row of the user.
Select or clear the user groups. PaxFlow saves each change at once.
To change the role:
In the Role column, click the pencil icon in the row of the user.
Select the role. PaxFlow saves it at once. To cancel, click the x.
A success message shows after each change.
See employment in the users list
In Settings > Users, the Employment column shows a label when a user needs attention:
Starts and a date: the first day of work is in the future.
Ends and a date: the last day of work is in the next 14 days.
Employment ended: the last day of work is in the past.
To show only these users, click the filter icon next to Employment. Then select Ending soon, Employment ended, or Not started.
Notes
Only users who can open Settings > Users can change the employment period. Other users see the dates but cannot change them.
The first and last day of work are both days of employment.
In shift and assignment pickers, a staff member who is not employed on the shift date cannot be selected, shows the reason, and is at the bottom of the list. A shift that is already assigned to them shows a warning icon.
On the Employees calendar, days outside the employment period show as Not employed.
Staff cannot claim a shift on a date outside their employment period.
If you do not see Add unavailability, Edit, or the trash icon in the Unavailability card, your user group does not have access to Shifts. The card then shows the lists only. To get access, ask an admin in your company to change your user group in Settings > User groups.
Staff members add their own days off in My Profile. A staff member must enter an end date for a recurring schedule. You can leave the end date open.
An admin can hide the unavailabilities section on the profile of staff members. This setting does not hide the Unavailability card on this page. See Shift settings.