Staff members in Elecate are the people assigned to work events — servers, bartenders, captains, drivers, kitchen staff, and any other role your operation uses. The Staff Person Management window stores everything about each individual: contact details, skills, HR records, scheduling availability, and web/mobile access settings.
How to access HR Management
- On the left side panel, click Data Items.
- Click HR Management.
- Choose the appropriate view:
| Option | Shows |
|---|---|
| HR Management (All Staff) | Every staff record regardless of Work Status |
| HR Management (Active Only) | Only staff with Work Status = Active |
| Staff Package Management | Create and edit staff packages |
- Click New Entry to create a new staff member, or click the pencil icon on an existing row to edit.
The Staff Person Management window has 10 tabs:
| Tab | Purpose |
|---|---|
| Contact Information | Name, address, phone, email, work status |
| Profile | Uniform sizes, skills, training, availability note |
| Skill Types | Assign billable skill types to this staff member |
| HR | Employment records, paperwork, payroll, review cycles |
| Assignments | Past, present, and future event assignments |
| Responses | Staff web availability responses to scheduling requests |
| Security | ID, driver's license, badge, delivery route |
| Mobile/Web | App access, scheduling level, carpool settings |
| Availability | Define recurring or date-specific availability windows |
| Customers | Link staff to specific customers, rooms, or venues |
Note: Every tab includes a History section at the bottom showing Created By, Created Date, Edited By, and Edited Date — read-only audit trail.
Tab 1 — Contact Information
Section: Contact Info
| Field | Description |
|---|---|
| Photo | Staff member photo. Upload .jpg or .png, max 5 MB. Displays in scheduling and staff lists. |
| Staff ID | Auto-generated system identifier. Read-only. |
| First / Middle / Last | Staff member's full legal name. Click the pencil icon to edit the Last name field. |
| Address | Street address — two lines available. |
| City | Auto-populates when Zip Code is entered. |
| State | Auto-populates when Zip Code is entered. |
| Country | Default: USA. Change if staff member is based outside the US. |
| Zip Code | Enter zip code and use the search icon to auto-fill City and State. |
Section: Phones, Email and Text
| Field | Description |
|---|---|
| Office or Primary Phone | Main contact number with extension field. |
| Ext | Phone extension for the primary number. |
| Mobile | Cell phone number. The 📡 icon next to Mobile opens the Text-to-Phone feature — enter the number in the format 10digits@carrier.com to send scheduling texts directly from Elecate. |
| Home | Home phone number. |
| Fax | Fax number if applicable. |
Primary email address. Use semicolons to enter multiple addresses: email1@example.com; email2@example.com |
|
| Website | Personal or professional website. Must include http:// or https://. |
We have a Text-To-Phone feature built in to our system which allows you to send scheduling or other pertinent information directly from your computer to your staff member’s cell phone. To accomplish this, enter the staff member’s Mobile Text # in the field using the following criteria:
10-digit phone number @ messaging extension carrier . com
For example: 2015552121@tmomail.com (for T-Mobile)
Here is a list of some common carriers’ messaging extensions: Make sure to add the phone number before the extension, WITHOUT dashes or dots. For a complete list of email text message addresses, follow this link: http://www.emailtextmessages.com/
- Alltel: @message.alltel.com
- AT&T: Text message: @txt.att.net, for example, 5551234567@txt.att.net.
- Picture or video message: @mms.att.net, for example, 5551234567@mms.att.net.
- Comcast: @comcastpcs.textmsg.com
- Nextel: @messaging.nextel.com
- Sprint: @messaging.sprintpcs.com
- T-Mobile: @tmomail.net
- Voice Stream: @voicestream.net
- Verizon: @vtext.com (text only) or @vzwpix.com (photos and video)
Section: Status & Vendor Information
| Field | Description |
|---|---|
| Work Status | ⚠ Required. Defines whether the employee is Active, Inactive, Terminated, or Temporary. Controls whether this person appears in scheduling. Default: Active. |
| Vendor | Links this staff member to a vendor account if they work through a staffing agency or external supplier. |
Tab 2 — Profile
Section: Uniform Sizes
| Field | Description |
|---|---|
| Jacket Size | Select from configured jacket size options (e.g., 40-Long, 42-Reg) |
| Vest Size | Select from configured vest size options |
| Pants Size | Select from configured pants size options (e.g., 30-Reg, 32-Reg) |
| Shirt Size | Select from configured shirt size options |
| Shoe Size | Select from configured shoe size options |
Section: Other Skills
| Field | Description |
|---|---|
| Language | Select one or more languages the staff member speaks. Multi-select field. |
| Profession | Free-text field for the staff member's professional background or occupation. |
Section: Staff Note
| Field | Description |
|---|---|
| Staff Note | Short internal note (max 140 characters). This note appears in event scheduling when a scheduler selects this employee — use it for scheduling-relevant information (e.g., "Available weekends only", "Requires advance notice"). |
Section: Training, Status, Availability
| Field | Description |
|---|---|
| Security Clearance | The clearance level this staff member holds (e.g., House of Rep, Pentagon, None). Multi-select. Configured in General Setup → Staff. |
| Training Courses | Highest training level completed (e.g., Advanced, Bartender, Introduction). Configured in General Setup → Staff. |
| Training Date | Date the most recent training was completed. |
| Skill Level | Your company's internal skill rating system (e.g., A/B/C or 1–5). Select from configured levels. |
| Times Available | Free-text note about general availability patterns. Appears in event scheduling context. |
| Eligible for Mileage Reimbursement | Toggle YES/NO. Marks this staff member as eligible to receive mileage compensation. |
| Rating Average Score | Read-only. Star rating (0–5) calculated from event performance reviews. |
Section: Resume
Expandable section — attach or enter the staff member's resume or work history for HR reference.
Tab 3 — Skill Types
This tab controls which billable skill types this staff member can be assigned to at events.
How to assign skills:
- In the Available Skills list on the left, click the skill you want to assign.
- Click the » (right arrow) button to move it to the Assigned Skills list on the right.
- To remove a skill, select it in Assigned Skills and click « (left arrow).
- Click Save.
Only skills in the Assigned Skills list will appear as options when scheduling this staff member for an event.
Available Skills are configured in General Setup → Staff → Skill Type Management. Example values visible in system: BARTENDER, Champagne Server, Doorman, Functional Skill test, New Skill with Print Prop, Skill Type Manager, SKTYPE test.
Tab 4 — HR
Section: HR File
| Field | Description |
|---|---|
| I-9 | Checkbox — marks that the I-9 employment eligibility form is on file |
| U.S. Citizen | Checkbox — marks the staff member as a U.S. citizen |
| Unknown | Checkbox — citizenship status not yet determined |
| SSN # | Social Security Number. Stored securely — click View SSN to display. |
| Primary Dept | The main department this staff member belongs to (e.g., Catering, Kitchen). Configured in General Setup → Staff → Department Entry. |
Section: Paperwork
| Field | Description |
|---|---|
| Pay Forms On-File | Toggle — indicates payroll forms have been received and filed |
| Alien Residence | Toggle — marks that alien residence documentation is on file |
| On-Salary Employee | Toggle — marks this staff member as salaried rather than hourly |
| Part Time Employee | Toggle — marks this staff member as part-time |
| GL Account | General Ledger account number for payroll export and accounting integration |
| Payroll ID # | External payroll system reference number |
Section: Hire and Review
| Field | Description |
|---|---|
| Hire Date | The date this staff member was hired |
| Review Period | How often performance reviews occur (e.g., 3 Months, 6 Months, Annual). Configured in General Setup → Staff. |
| Last Reviewed | Date of the most recent performance review |
| Payment Terms | How and when this staff member is paid |
Section: Work History (read-only)
| Field | Description |
|---|---|
| Last Event | Date of the most recent event this staff member worked |
| Qty Of Events Worked | Total number of events worked, auto-calculated |
| Total Hours Worked | Total hours logged across all events, auto-calculated |
Section: Payment Rules, Referral & Bonus
| Field | Description |
|---|---|
| Employee Payment Type | The payment structure for this staff member |
| Referral Name | Name of the person who referred this staff member |
| Referral Rate | Dollar amount paid to the referrer (e.g., $0.00) |
| Eligible for Bonus | Toggle — marks this staff member as bonus-eligible |
| Bonus Percent | Percentage of bonus applicable to this staff member |
Tab 5 — Assignments
Read-only view of all past, present, and future event assignments for this staff member.
Filters: Use the Start and End date fields to narrow the assignment range, then click Refresh.
Grid columns:
| Column | Description |
|---|---|
| Event ID | Unique event identifier |
| Event Date | Date of the event |
| Event Name | Name of the event |
| Type | Event type (e.g., RECEPTION - COCKTAIL BUFFET) |
| Skill | The skill type this staff member was assigned under for that event |
| Guests | Guest count for the event |
| Sales Person | Salesperson responsible for the event |
Click the pencil icon on any row to view or edit that specific assignment.
Tab 6 — Responses
Shows all responses this staff member has submitted through the Elecate web/mobile portal when offered event assignments.
Grid columns:
| Column | Description |
|---|---|
| Pk | System record identifier |
| Event Date | Date of the event they were offered |
| Event ID | Event identifier |
| Staff Pk | This staff member's system ID |
| Status | Response status (e.g., Accept, Decline, Tentative) |
| Carpool | Whether they indicated willingness to carpool (Yes/No) |
| Reply Date | Date they submitted their response |
| Notes | Any notes they included with their response |
Tab 7 — Security
Section: Security Info
| Field | Description |
|---|---|
| Date of Birth | Staff member's date of birth |
| Place of Birth | City or location of birth |
| State | State of birth |
| Country of Birth | Country of birth |
| Badge # | Security badge or ID number |
| Expires | Badge or security credential expiration date |
Section: Driver's License
| Field | Description |
|---|---|
| Driver's License No. | License number. Click View License No. to display the masked value. |
| License Type | Type of license (e.g., CDL, standard) |
| Date Issued | Date the license was issued |
| License Expires | License expiration date |
| State Issued | State that issued the license |
Section: Delivery Routes
| Field | Description |
|---|---|
| Default Route for this Person | The delivery route this staff member is typically assigned to. Configured in General Setup → Delivery → Delivery Routes. |
Tab 8 — Mobile/Web
Section: Access and Publishing
| Field | Description |
|---|---|
| Enable Mobile, Web Access | Toggle ON to allow this staff member to log in to the Elecate mobile app or web portal. Default: OFF. |
| Auto Scheduling Level | Priority level used by the auto-scheduling feature when assigning staff to events. Higher number = higher priority. |
| Mobile Role | Permission level within the mobile/web app (e.g., NonAuthorized). Controls what this staff member can see and do in the app. |
| View Other web users | Toggle — allows this staff member to see other staff members in the web portal. |
Section: Carpool
| Field | Description |
|---|---|
| Are you willing to be a Carpool Driver? | Toggle — marks this staff member as available to drive others to events. |
| How many passengers can this car carry? | Number of additional passengers this staff member can transport. |
Section: Staff Email & Password
| Field | Description |
|---|---|
| Staff Email | The email address used to log in to the mobile/web portal. Can differ from the contact email in Tab 1. |
| Password | Login password for the portal. Click the eye icon to reveal. Click Unlock if the account is locked out. |
Tab 9 — Availability
This tab defines when this staff member is available to work, creating a schedule that schedulers can reference when building event staffing.
Three panels:
| Panel | Purpose |
|---|---|
| Staff Person | Displays the staff member's name for confirmation |
| View Schedule | Set a Starting Date and click Refresh to view the current availability calendar |
| Copy Availability | Select a Start Date and click Copy Selected to duplicate an existing availability pattern to new dates |
To add an availability window:
- Click + Add.
- Set the Start date/time and End date/time.
- Set the Availability status.
- Click Save.
Grid columns: Start · End · Availability · Created By · Create Date · Edited By · Edit Date
Tab 10 — Customers
Links this staff member to specific customers, rooms, or venues — used when a staff member is dedicated to or frequently works with a particular client or venue.
How to use:
- Add a Room: Enter a Room Name or ID in the search field and click Add Room.
- Add a Customer: Enter a Customer Name or ID and click Add Customer.
- Remove: Select the row and click Remove Room or Remove Customer.
Grid columns: Customer ID · Customer Name · Representative · Room ID · Room Name