Team and invitations

The Team tab lists everyone at the workplace: their role, whether they are at work right now and when their next shift is. Tap a person to open their Employee Profile.

Roles and permissions

Every person has one permission per workplace. Someone can be a manager in one café and an employee in another.

Nobody can give a permission higher than their own: a manager can add managers and employees, but not owners or managers with finances. You cannot remove the last owner.

Add a person

1. In Team, tap Add.
2. Fill in Basic Information: name, email (needed for an emailed invitation), role and skills.
3. In Permissions & Settings choose the Permission, and whether this is their Primary Workplace: for someone working in several of your workplaces, the one the app opens when no other was chosen and whose team the home-screen widget shows.
4. Managers with finances also fill in the Financial Details: Contract Type, the Model (Hourly with a Rate (PLN/h) or Monthly with a Salary (PLN) and FTE), the tax and insurance facts used for the pay estimate, and the Private Data (phone, address, bank account).
5. Save. The person is on the team at once and can be put on shifts.

Each active person takes one seat of your plan; the owner does not count.

Import the team from a spreadsheet

If your staff list is already in Excel or Google Sheets, you do not need to type it in again.

1. In Team, tap Import from a spreadsheet (in the top bar; while the team is empty, also in the middle of the screen).
2. Bring the people in one of three ways:
   • drag a file (.xlsx or .csv) onto Drag an .xlsx or .csv file here (on a computer, in the browser, on a Chromebook and on an Android tablet),
   • tap Choose a file and pick the file,
   • select the cells in your spreadsheet, copy them, paste them into Pasted cells and tap Read the pasted cells.
3. Check what is in each column. Columns are recognised by their names, for example "Name", "Employee", "Email", "Phone", "Role", "Permission", "Contract type", "Rate", "Student", "Shift lead" (in Polish and Ukrainian too). You can change any column or set it to Do not import. The name can be one column or first name and surname in two. If the first row is already a person and not the column names, switch off The first row holds the column names. In a workbook with several sheets, choose the right sheet.
4. Tap Next: check the people. Every row is checked: no name, an email address that is not valid, a rate that is not a number, the same email twice in the file, or the email of someone already at the workplace. Fix a row with a problem right there, or Skip it.
5. Tap Import (for example Import 10 people). Nothing is saved before this.

Each person is added just as with Add: they are in the team at once and can be put on shifts. When the row has an email, we also send them an invitation to the app. Someone without an email gets an invitation code later, from their page. Rates, the contract type and the phone number go to the private data that only the owner, managers with finances and the person see. A manager without finances imports people without these columns.

Imported people take places in your plan: if there are more people than free places, the screen says so before anything is saved.

The template. You do not have to use our template, but you can start from it: download the CSV template (also on the import screen, Download the CSV template). All its columns are recognised.

We read .xlsx and .csv files (separated by semicolons, commas or tabs, also as older Polish Excel saves them) and cells pasted from a spreadsheet. The file is read on your device and is not sent anywhere. The old .xls format and files protected with a password cannot be read: save them as .xlsx or CSV. Colours and merged cells are ignored.

People without the app

You do not have to wait for anyone to install the app. A person you add exists as a placeholder: App Usage → Has App Account shows No. You can still assign them shifts, record their hours, see their labour cost, export their hours for the accountant and print their working time record. When they join with an invitation, everything already planned for them becomes theirs.

Invite someone to the app

1. Open the person's Employee Profile and tap Send Invitation / Options (it also opens right after you add someone).
2. Choose:
   • Send Invitation Email: we email them a link (only when an email address is filled in).
   • Copy Link: creates an invitation and shows the Invitation ready window with an 8-character code. Tap Copy code and link and send it any way you like, e.g. by text message.
3. They open the link or create an account, choose I was invited and enter the code. See Getting started.

An invitation is for one person: create a new one if it was lost or has expired.

Shift leads, supervision, medical exams and OHS

Who leads a shift comes from the workplace: the owner, managers, and everyone whose position or skill is marked Leads shifts in the workplace settings (e.g. the KeyHolder skill). A star ★ shows by their name in the team and the roster.

Permissions & Settings says who needs supervision: Works independently or Needs supervision (a new person, a trainee). Someone who needs supervision is never scheduled alone: whenever they work, someone independent works at the same time. Auto-assign respects this, and the roster marks the hours when only people who need supervision work, e.g. "Only people who need supervision: 6:00–10:00", with a mark on their shifts in the day's list.

Once any position or skill is marked as leading, the roster also warns about days with nobody who leads.

Medical exam & OHS keeps the dates the law asks you to watch: Medical exam valid until (badania lekarskie, art. 229 of the Labour Code), OHS training date and OHS training valid until (szkolenie BHP, art. 237³). Enter dates only, never results, restrictions or diagnoses: the certificate itself stays in the personnel file.

• The owner and managers with finances see and change the dates. Managers see only whether they are Valid, Expire soon (within 30 days), have Expired or are Not recorded. Co-workers see nothing; the person sees their own dates on their Profile.
• The team list shows Medical exam expired, OHS training expires soon and so on, and the dashboard counts the people whose dates need attention.
• Assigning someone whose exam or training has expired by the shift's day asks first (Assign anyway), or is refused if the workplace blocks it.

Availability notes (e.g. "studies on Tuesdays") are for the managers who plan the roster; the person sees them too.

Documents and policies

A person's documents. Owners and financial managers open a person in Team and tap Documents → Open to upload or read their contract, medical certificate, OHS certificate or any other file (PDF, JPEG or PNG, up to 10 MB). Give each one a type and, if it expires, its expiry date. For a medical or OHS certificate that date also becomes the medical exam's or OHS training's "valid until", so the reminders and roster warnings above follow it. Upload only the certificate of fitness for work, never test results or diagnoses. People see and add their own documents in Profile → My documents; an employee's own upload does not change the dates until you record them. Only the person and the workplace's owner and financial managers can open documents. They are deleted 90 days after the person stops working at the workplace: keep your personnel files in your own records.

Policies. Managers publish documents everyone should read (work rules, OHS instruction) in More → Policies → Publish a policy (PDF). Everyone opens them there and taps I have read it; EVoShift records who confirmed and when (the server's time), and managers see Confirmed by X of Y with the names. A confirmation is not a qualified electronic signature and does not sign the document: where the law requires a signature, collect it as before.

Timeline

Owners and financial managers open a person in Team and tap Timeline → Open the timeline. It shows what applies to the person at this workplace and from which day: the start and end of cooperation, contracts, pay (raises, a salary with its working time), student status, tax reliefs (PIT-0 for young people, PIT-2, the higher commuting costs), OHS training and medical exams with their validity, and your notes. On a computer or tablet each kind has its own lane on one time line with today marked; drag an entry to move it (it moves by whole days) or tap it to change its dates or remove it. On a phone each kind is a list; tap an entry to change its dates. A training or exam that ends within 30 days, or has ended, is marked.

A change of pay, contract or statuses applies from its day: the open months are recalculated from that day, while locked months keep their figures. Two contracts cannot start on the same day, an end cannot come before its start, and the start of cooperation cannot be removed while the person has shifts. Every change is listed with who made it and when. People see their own timeline, without the change history, in Profile → My timeline.

Change or remove a person

Every section of the profile has a pencil: change the role, skills, permission or pay at any time. A pay change applies to shifts from that day on; shifts already priced keep their figures.

Remove Employee ends their work at this workplace: their account here is deactivated and their personal data cleared, but the history (shifts, working time, pay) stays, as the law requires.