Employees
Staff records, hubs, contracted drivers, and bulk import/export.
- Employees: what this area covers
- Finding an employee
- Editing an employee
- External employees
- Importing and exporting employees
- Employees - Password
Employees: what this area covers
Audience: HR and anyone who maintains staff records and their console access. You need: Employees — view to browse, Employees — edit to change.
The Employees area holds your staff records: who works where, which of them drive, and who can sign in to the console.
What it covers
| Task | Page |
|---|---|
| Find someone and read their record | Finding an employee |
| Change their details or where they work | Editing an employee |
| Add a contracted driver | External employees |
| Move many records at once | Importing and exporting employees |
| Give someone a console password | Employees - Password |
Employees, roles and drivers
Three things that attach to one person and are managed in different places:
| What it is | Where | |
|---|---|---|
| The employee record | Who they are, where they work | Here |
| Their console access | What they can do and see | Managing roles from the console |
| Their driver configuration | How the dispatcher treats them | Here, on the record, for drivers |
Creating an employee does not give them console access, and giving them a role does not give them a password. Those are three separate steps, deliberately — most employees never sign in to the console at all.
Everything is per brand
The Employees area works within the brand you are in, and is filtered further by your scope. employee_manager is the role built for it and is scoped at brand level.
A colleague seeing a different list is normal — see How scope works in practice.
Hubs
Employees are associated with hubs — the operational groupings your stores belong to. The hub list is available when editing someone, and determines which operation they are counted as part of.
Get this right before worrying about roles: a correct hub with no role is a normal employee; a role with the wrong hub is someone appearing in the wrong operation's numbers.
What this area does not do
- It does not set passwords. That is the Employees - Password flow.
- It does not grant permissions. That is Managing roles from the console.
- It does not configure carriers' couriers. External carriers' staff are theirs, not yours — see External carriers.
Finding an employee
You need: Employees — view.
The employee list
The list shows staff within the brand you are in and within your scope. Search by name or identifier; if the person exists and is visible to you, they appear.
Someone missing from the list is usually scope rather than a missing record. A brand-scoped user cannot see another brand's staff even though the record exists. Check How scope works in practice before creating a duplicate.
Creating a duplicate employee because the original wasn't visible is the most expensive mistake in this area — it splits their history across two records.
The employee record
Opening someone shows their details and, if they are a driver, their driver configuration alongside.
That combination is the useful part. For a driver you can see in one place who they are, which hub they belong to, and how the dispatcher treats them — rather than reconciling two screens.
For non-drivers the driver section simply isn't there.
Hubs
The available hubs for the brand can be listed independently of any one employee. Use it to check the hub structure before assigning someone, especially if hub names are similar.
What to check on a record
| Looking for | Where |
|---|---|
| Are they in the right operation? | Their hub |
| Can they deliver? | The driver configuration on the record |
| Can they sign in? | Their roles — Managing roles from the console — and their password |
| Why doesn't the dispatcher use them? | Driver type and availability, plus Driver classification and priority |
Related pages
- Editing an employee — changing what you found
- External employees — adding a contracted driver
- Importing and exporting employees — working in bulk
Editing an employee
You need: Employees — edit.
Editing updates an existing employee's details, their hub, and — for drivers — how the dispatcher treats them.
Changing details
Open the employee and change what needs changing. The record is the single source for who this person is, so keeping it accurate matters beyond this screen: reports group by hub, and the dispatcher reads driver configuration from here.
Moving someone between hubs
Changing an employee's hub moves them between operations.
This changes which operation they count towards from now on. Historical data is not retrospectively re-filed, so a mid-period move shows the person's work split across both hubs for that period. That is correct, and worth knowing before someone asks why a hub's numbers look odd.
Move people at a period boundary where you can.
Driver configuration
For employees who drive, the record carries the configuration the dispatcher uses — including their driver type, which decides how they rank against others.
Two things follow from that, both explained in Driver classification and priority:
- Internal drivers outrank contracted ones. Changing someone's type changes who wins when both are candidates for an order.
- Type also decides what they can be given. A zone that allows only certain own-driver types will skip anyone else.
So a driver who is "never getting orders" is often a type question rather than an availability one — check the zone's allowed types in Delivery zones as well.
What editing does not change
| Not changed here | Change it in |
|---|---|
| What they can do in the console | Managing roles from the console |
| What data they can see | Setting an employee's scope |
| Their password | Employees - Password |
Updating someone's job does not update their console access. If a person changes role in the business, all three need attention, and it is easy to do one and forget the others.
After a change that matters
For a driver, confirm the change had the effect you intended by watching whether the dispatcher starts using them as expected on the next cycle — no more than 60 to 300 seconds away. See The assignment cycle, step by step.
External employees
You need: Employees — edit.
An external employee is a contracted driver who is part of your own fleet — someone who delivers for you but is not on your payroll.
The distinction that matters
Three kinds of driver, easy to confuse:
| What they are | Managed | |
|---|---|---|
| Internal driver | Your own staff | Here, as a normal employee |
| External / contracted driver | Contracted, but part of your fleet | Here — this page |
| Third-party carrier | A delivery company you hand orders to | Not here — External carriers |
The middle one is the one this page is about. A contracted driver is still your fleet: the dispatcher assigns them individually, by name, exactly as it does your own staff. A third-party carrier is a company — you hand it the order and it picks the courier.
If you are setting up a courier platform, you are in the wrong place; go to External carriers.
Creating one
Create the external employee against the brand, then set their hub and driver configuration as you would for any driver — see Editing an employee.
How the dispatcher treats them
Contracted drivers rank below internal drivers. When both could take an order, the internal one wins, and an internal driver can take an order away from a contracted one — never the reverse. The full ranking is in Driver classification and priority.
Two consequences worth knowing:
- A zone that doesn't list their type will never give them work. Empty allowed-driver-types on a zone blocks all own drivers, contracted included — see Delivery zones.
- A store with no internal drivers is treated more leniently. Its own-fleet delay tolerance is automatically replaced by the third-party value, so an all-contracted store isn't held to a standard it can't meet — see Store delivery settings.
Adding several at once
Use the CSV import rather than creating them one at a time — see Importing and exporting employees.
Related pages
- External carriers — third-party delivery companies, which are not this
- Driver classification and priority — how types rank
- Delivery zones — which driver types a zone permits
Importing and exporting employees
You need: Employees — view to export, Employees — edit to import.
Exporting
Export produces a CSV of the employees within your brand and scope.
Two good reasons to export, beyond bulk editing:
- As a snapshot before a bulk change. It is your rollback, and takes seconds.
- To review. Reading a hundred records in a spreadsheet is faster than clicking through a hundred screens.
An exported file is no longer scope-filtered. It contains staff data, so treat it accordingly — see the same caution in Exporting data.
Importing
Import applies employee configuration from a CSV.
The sequence that avoids trouble:
- Export first. This gives you both the current state and the exact column format the import expects.
- Edit the exported file rather than building one from scratch.
- Test with a few rows. Confirm they landed as intended before committing the rest.
- Import the remainder.
- Spot-check two or three people on the employee list.
Imports are not transactional
A failure partway through leaves earlier rows applied and later rows not. There is no rollback, which is why the export in step 1 matters and why you find out where it stopped before re-submitting.
Re-running a whole file after a partial failure may re-apply rows that already succeeded.
Backups
Employee configuration is covered by the backup system: exports are retained, and can be downloaded or restored — see Backups and restoring configuration.
Restoring an employee backup follows the employee permission, not a separate backup one. And as with every restore, it reinstates the snapshot wholesale: anything changed since, by anyone, is overwritten for the records it covers.
What import does not touch
Roles, scope and passwords are not part of employee configuration. Importing a hundred employees gives none of them console access — see Managing roles from the console.
Employees - Password
To assign or change an employee's password, go to the EMPLOYEES menu.
Enter your search term in the search box; if the user exists, they will appear in the table below:
Once you've located the user, click that row; a new window will open with all of that user's information:
Setting or changing the password
In the password section, you can generate a password for that user (if they don't have one) or replace an existing one with a new one.
Once the password has been reset or created, a message appears at the top of the screen and that user will be able to log in to the console.
Only users with the "Employee Manager" or "Administrator" roles can create or reset passwords.