Worker Profiles

Worker Profiles are the detailed Planner records behind each planner user. They hold everything a scheduler needs to know about a worker: their personal details, how they are paid, their skills and certifications, their availability, and any restrictions on where or in what role they can work.

Where Worker Profiles fit

Open a worker profile

1. Go to Planner → Planner Users.
2. Find the person you need.
3. Click the row to open their profile.

Details tab

The Details tab holds the worker's personal information — name, nickname, mobile number, address, emergency contact, and next-of-kin.

Workers can update these fields themselves from the portal. When they do, the change overwrites whatever was set internally — the latest update always wins regardless of where it was made.

To update details as a scheduler:

1. Open the profile and go to the Details tab.
2. Click Edit details.
3. Update the fields.
4. Save the changes.

Compensation tab

The Compensation tab sets how the worker is paid for shifts.

There are two pay structures:

• Simple — a single rate applied for the full shift duration.
• Tiered — different rates based on how long the shift runs. For example, one rate for the first two hours and a higher rate after that.

On top of either structure, position modifiers can be added. If the worker fills a specific position on a shift, their rate adjusts by the set amount — for example, +£3.00 per hour when assigned as a Supervisor.

To update compensation:

1. Open the profile and go to the Compensation tab.
2. Choose the pay structure and enter the rate or tiers.
3. Add position modifiers if needed.
4. Save the changes.

Skills tab

The Skills tab records what the worker can do and how capable they are. Skills are rated on two separate tracks:

• Self-rating — the worker rates themselves via the portal. This is their own assessment and is stored separately from any internal ratings.
• Internal ratings — any user with the rating permission can submit a rating for any worker on any skill. Each rater can only have one rating per worker per skill, and they can update their own rating over time. The displayed internal score is the average of all internal ratings submitted so far.

The two tracks are independent. A worker can have a self-rating with no internal ratings yet, or internal ratings with no self-rating.

The rating scale is set per skill — either out of 5, 10, or 100 — and is the same for both tracks on that skill.

To assign a skill to a worker:

1. Open the profile and go to the Skills tab.
2. Select the skill and add it.
3. Optionally add an internal rating.

Certifications tab

The Certifications tab records which certifications the worker holds.

Each certification entry has a status, an optional expiry date, and an optional proof document. The statuses are: Not started, In progress, Valid, Expired, and Revoked.

Workers can upload proof documents themselves from the portal. A scheduler must review and approve the upload before the certification is treated as valid.

Policies can require a certification to be in Valid status before a worker can be assigned to certain shifts.

To manage certifications:

1. Open the profile and go to the Certifications tab.
2. Add the certification type and set its status.
3. If a document has been uploaded by the worker, review it and approve or reject it.

Working Hours tab

The Working Hours tab sets the worker's maximum daily and weekly hours, and records their unavailability.

Unavailability can be recorded in two ways from the scheduler side:

• Date blocks — specific dates the worker is not available. Workers can also add these themselves from the portal (full days only — no time ranges).
• Perpetual blocks — recurring unavailability set by a scheduler, with day-of-week and time-of-day granularity. For example, always unavailable on Monday mornings. These apply indefinitely until removed, and can only be set by a scheduler — workers cannot set recurring blocks themselves.

Both types of unavailability are visible when building the schedule.

Restrictions tab

The Restrictions tab records absolute constraints — venues or positions the worker cannot be assigned to.

Restrictions set here are always hard blocks. There is no warning or override — if a restriction is in place, the assignment cannot be made. This is different from policies, which can be set to either warn or block.

Use profile restrictions for absolute rules — such as a worker who is contractually or legally barred from a venue. Use policies when some flexibility is acceptable.

To add a restriction:

1. Open the profile and go to the Restrictions tab.
2. Add the venue or position restriction.
3. Save the changes.

Contracts tab

The Contracts tab stores issued worker contracts rendered from Document Templates. Each contract is saved as an HTML snapshot at the point it was generated, so later template edits do not rewrite older issued copies.

Schedulers with the contracts permission can:

1. Open the profile and go to the Contracts tab.
2. Choose an active Contract template.
3. Optionally choose a recent shift to populate shift variables in the template.
4. Generate the contract, then mark it as sent, record an acknowledgement, or upload a signed copy.

Users with profile-view access can still open the stored contract snapshot in a print-friendly page even if they cannot manage contract statuses.