Staff¶

The Staff module manages convention staffing: departments, the people in them (oversight, leads, deputies, staff, and volunteers), HR/personnel files, shifts and time-clocking, and how those people earn access to other modules.

For staff & volunteers¶

Joining a department¶

Staff are organized into departments. You are added to a department by an organizer or department lead, with one of these roles:

Role	Typical meaning
Oversight	Oversees the department (highest department role).
Lead	Runs the department.
Second	Deputy lead; shares leadership.
Deputy	Trusted helper with some leadership privileges.
Staff	A regular department member.
Volunteer	A volunteer / go-fur signed up to the department.

Your role in a department — and whether that department owns a module — is what grants you access to tools like check-in. This is explained fully on the HR & permissions page.

There are two ways to join a department:

Manually by the department lead,
Automatically by the department lead when someone signs up to the department.

Approvals for Job Postings¶

When job postings are responded to by an applicant, the application will be placed in the department’s job application queue. Department Leadership reviews the application and, if approved, will be sent to HR for final approval.

Note

HR is defined as Staff or Leadership of a Department with Admin Privileges to the Staff Module. See HR & permissions for more information.

Shifts & time clocking¶

Departments publish shifts broken into slots. Depending on how your department is set up you may be able to:

bid on open shift slots,
apply to open positions,
clock in and out for your shifts,
view your on-duty status and your department’s roster.

Your department can also give you a title (for example “Registration Lead” or “Security Deputy”) that appears on the roster and exports.

Your hours & minimum-hour targets¶

My Timecard on the staff dashboard shows your clocked time. If the event has configured minimum hour targets, you also see the target for your role (leadership, staff, or volunteer) and whether you have met it.

A few things to know about how hours are counted:

If you forget to clock out, the system eventually auto-clocks you out at the configured maximum shift length — but entries closed this way are invalidated and do not count toward your hours until leadership corrects them. Clock out properly.
If you are still in an assigned shift, the auto clock-out waits until your shift ends before closing your entry.
Some events run an hours check station: scan your badge (or enter your member ID) and it tells you on the spot whether you have met your minimum hours.

If you hold a leadership position, the staff dashboard also gives you timesheets for your department’s members, including each person’s target and progress.

For event organizers¶

Prerequisites¶

Mandatory	None.
Optional	None.

Requirements:

If you are not using the Register module: provide a registration form for staff to complete. (When Register is in use, staff onboarding can reuse the attendee registration flow.)

Departments & titles¶

Create departments and assign people to the roles above. You can maintain a title catalog per department (standard titles plus free-text) and assign titles to individuals — titles flow through to the roster and to exports like the department roster spreadsheet.

HR / personnel files¶

The HR view lets leadership manage personnel records for their department members. Any action that manages staff, called “HR actions”, are restricted to department leadership only (oversight, lead, second) — deputies, staff, and volunteers never get HR privileges even if their department owns the Staff module.

Note

HR is defined as Leadership of a Department with Admin Privileges to the Staff Module. See HR & permissions for more information.

Shifts, slots & onboarding¶

Build shifts and the slots within them; publish them for bidding or self-scheduling.
Open positions and collect applications.
Run onboarding flows and keep onboarding records per staff member.
Approve transfers between departments.

All significant staff actions are recorded in a staff audit log.

Time clock configuration¶

The time-clock settings page (Staff menu → Settings → Time Clock) controls:

Auto clock-out — the maximum shift length (default 14 hours) after which a forgotten open entry is closed automatically. Auto-closed entries are flagged and excluded from hour totals until an admin corrects them on the Staff Hours page. Staff who are still in an assigned shift are not auto-clocked-out until the shift ends.
Minimum hour targets — optionally set a required number of accrued hours per role (Leadership, Staff, Volunteers; deputies count as leadership). Targets and each person’s progress then appear on the staff dashboard, the Staff Hours admin page, and leadership timesheets.
Hours Check Display — a public scan-station page you can leave open on a tablet: staff scan their badge or enter their member ID and get an immediate OK / NOT OK against their target, with no sign-in required.

Manually created or edited time-clock entries are validated: an entry cannot exceed 24 hours, end before it starts, or overlap another entry for the same person.

For event technical staff¶

Department rosters export to Excel (with title columns and Excel-safe cells).
If a staffer cannot see a module they expect, confirm their department owns that module and that the right leadership/membership flags are set — see HR & permissions.