Workers

Managing Workers

Find workers, change their details, pause them for the off season, deactivate leavers and remove people who ask to be forgotten. Each of these does something different to their data.

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Last checked against the product: 1 October 2026

Before You Start Find Workers Row Actions Dormant, Leaver or Remove Bulk Actions The Worker Page Review Flags Limits Troubleshooting Related Guides

Before You Start

Who can do this, and where.

Before you start

Agency console: the Coordinator preset, the Admin access level or a super admin. Only a super admin can delete a worker permanently.
Client dashboard: the Manager role (tenant_manager) or above changes workers. The Viewer role sees the list only. Anonymising needs the Admin role (tenant_admin).
Changing a worker's pay or charge rate in the agency console needs the "Change pay and charge rates" permission. Coordinators can save a worker without touching the rates.

Agency console: Workforce > Workers. Client dashboard: Workforce > Workers. The list shows 100 workers a page.

Find Workers

Search and filters.

Filter	Choices
Search box	Name or employee ID. Click Search.
Client (agency console only) and location	All clients or one client; all locations or one site.
Approval	Pending or Approved.
State	Everyone (not anonymised), Active, Dormant (off-season), Inactive (leavers) or Anonymised.
Face consent	Consent given, No consent recorded or Consent withdrawn.
Review state	Needs a check, Returning or Possible duplicate.
Pay rate	Missing pay rate shows workers who would clock at £0.00.
Cost code (client dashboard only)	All cost codes, one code, or workers with no cost code.

Tip

Amber banners at the top count workers with no pay rate and workers waiting for approval. Click Show affected or Review them to filter straight to them.

Row Actions

At the end of each row.

Action	What it does
Edit	Opens the worker page.
Enrol face (client dashboard: Enrol) or Re-enrol	Opens the face enrolment panel (set-up link or QR code in person). See Face Enrolment.
Send enrol link	Emails a face set-up link. Shown only when the worker has an email and is not yet enrolled.
Dormant or Wake	Pauses the worker for the off season, or brings them back.
Deactivate or Activate	Marks a leaver, or reactivates someone.
Privacy	Opens the worker's privacy page: consent, data held, subject access export and erasure.
Remove (agency console only)	Anonymises the worker. See below.
Approve	Shown on pending workers: give a badge number and site.
Reject (client dashboard only)	Shown on pending workers: deletes the registration. On a worker flagged Returning it also deletes their earlier hours and pay, so do not use it there.

Dormant, Leaver or Remove

Pick the right one. They are not the same.

	Dormant (off season)	Deactivate (leaver)	Remove (anonymise)
Use it for	Seasonal workers between seasons	People who have left	Someone who asks to be forgotten, or a record made in error
Face data	Kept	Deleted within 4 hours	Deleted
Name and contact details	Kept	Kept. Once a super admin sets the retention sweep to Live on Setup > Data retention, it is anonymised 24 months after their last shift (the default period). Until then the sweep only reports.	Removed now
Hours and pay	Kept	Kept	Kept, under "Anonymised worker #id"
Can be booked	No	No	No
Undo	Wake, instant. Clocking in at a kiosk also wakes them.	Activate. Face clock-in needs a new enrolment.	Cannot be undone

Pause for the off season

Click Dormant on the row. The status shows Dormant and they drop out of the shift picker. Click Wake to bring them back.

Mark a leaver

Click Deactivate and confirm. The message reminds you that face data is removed within 4 hours. For a seasonal pause use Dormant instead.

Remove someone (agency console)

Click Remove. Under What to do, keep Anonymise (keep hours and pay, remove personal data) and add a reason for the audit log. Click Continue, type ANONYMISE and click Anonymise.

A super admin also sees Delete permanently, including all time records. That deletes every time entry, shift and document too, so payroll history is lost. Use it only for test records.

Remove someone (client dashboard)

Click Privacy on the row, then Anonymise worker. This needs the Admin role (tenant_admin). The client dashboard cannot delete permanently.

Important

Do not use Deactivate for extended leave. Their face data is deleted and they must enrol again. Use Dormant, or record an absence on Workforce > Absences.

Bulk Actions

Many workers at once.

Tick the workers

Tick the boxes on the left, or the box in the heading for the whole page. To act on everyone the filter matches, on every page, click Select all in the blue banner.

Choose the action

A bar appears at the bottom with Approve pending, Make dormant, Wake (end dormancy), Activate and Deactivate (leaver). Pick one and confirm. Clear unticks everyone.

The Worker Page

Click Edit on a row.

In both consoles the page has the worker's details, start and end dates, Leave Reason and the Clock-in PIN box (Set PIN, Remove PIN). Click Save Changes to save.

The agency console page also has:

Kiosk language for this worker, overriding the site default.

Enrol Face or Re-enrol Face, and Delete Face Data.

Export this worker's data: a subject access ZIP. The link is emailed to you and expires after 7 days.

Worker app: choose Text, or email if no mobile (or text or email only) and click Send app link. Sign out everywhere signs them out of the app on every device. Reset clock-in phone forgets their clock-in phone (shown when phone clock-in is on and a phone is registered). Worker app settings switches the app on per client.

Availability: their weekly pattern and unavailable dates.

Documents & Certificates: see Worker Documents.

Note

The client dashboard has no worker app panel. Ask the agency to send app links or switch the app on for your workers.

Review Flags

New registrations that need a human look.

Returning: someone registered again with contact details that match an earlier record, so their old record came back. Check their right to work and details, then click Checked on the row (or Mark as checked on the worker page).

Possible duplicate: the name matches another record. Nothing is merged. Open both records to compare, then click Not a duplicate if they are different people.

Limits

Worth knowing.

An anonymised worker cannot be reactivated.

Only a super admin can delete a worker permanently, and only in the agency console.

Sending app links and the worker app settings are agency console only.

Anonymise keeps hours, pay and shifts because payroll records must be kept.

Troubleshooting

Common problems.

Problem	What to do
A worker clocks at £0.00	Filter by Missing pay rate and set the rate, or add a rate rule. In the agency console this needs the rates permission.
"This worker has been anonymised and cannot be reactivated."	Add them again as a new worker.
A returning leaver cannot clock in by face	Deactivating deleted their face data. Activate them and send a new set-up link.
You cannot see Remove	Remove is in the agency console only. In the client dashboard use Privacy, with the Admin role.

A coordinator's day (agency console)

Getting started in the client dashboard

Adding a Worker

Dormant (Off-season) Workers

Face Enrolment

Worker App and Phone Clock-in

Subject access exports

Data retention

Previous Approving Pending Workers Next Dormant (Off-season) Workers

Back to Support Centre

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