Employee Management in S4labour - FAQ

👥 Creating & Managing Employees

Q: How do I create a new employee in S4labour?
A: Go to the People icon and select Create New Employee. Fill out the form and issue an invite. This sends an onboarding email via the S4Connect app. Learn more here.

Q: What’s the difference between a Contractor and an Employee profile?
A: Contractors are typically agency staff or individuals who invoice you. They don’t appear in payroll exports, don’t accrue holiday, and aren’t subject to employer NI.

Q: How do I make an employee a leaver?
A: Follow this guide to making someone a leaver.

Q: How do I update someone's rate of pay or assign an additional role?
A: Use this helpful guide to update pay or roles.

Q: What is the Starter Checklist?
A: It’s an online tax declaration form used to determine the correct tax code. Once completed, it appears in the employee’s Documents tab. Use it alongside the employee’s P45.

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📅 Rota & Activation Issues

Q: Why isn’t my employee appearing on the rota?
A: They may not have started yet or need to be activated. If you see a key icon on their tile, a Level 5 user must activate them. Ensure their contract, Right to Work docs, and Starter Checklist are uploaded.

Q: Why are some employee tiles red and others blue?
A: Red tiles indicate outstanding items (e.g., missing documents). Hover over the icons to see what’s missing. The appraisal icon (thumb) doesn’t affect tile colour.

Q: Why does it say “No rate of pay” on the employee tile?
A: This means the employee hasn’t started yet. Once their start date passes, the rate of pay will appear.

Q: I’ve completed the rota—how do I send it to employees?
A: Click Publish Rota in the top-right of the rota workspace. More info here.

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📄 Contracts & Documents

Q: How do I view an employee’s contract?
A: Right-click the employee record (Level 3+ users), select Sign Contract, and click the green Your Contract link. Once signed, it’s stored under Documents and visible to the employee via the app.

Q: Can employees upload their own documents?
A: Yes, during onboarding and anytime via the Documents section in the S4Connect app. See how here.

Q: How do I update Right to Work documentation?
A: Click the employee tile, then the Right to Work tab. Guidance is shown based on nationality. If you can’t access the tile, check your user level.

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🔐 Access & Permissions

Q: Why can’t my employee log in?
A: Check their email address and ensure Can Login is ticked. If incorrect, they won’t be able to access S4labour. More info here.

Q: Can my assistant manager see my rate of pay?
A: It depends on their user level. Level 2 users cannot see pay rates. Check with a Level 5 user to confirm access levels. More about users here.

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🛠 Troubleshooting

Q: What does “Last In” mean on the employee tile?
A: It shows the date the employee last logged into the S4Connect app.

Q: How do I get a phone number to appear on the employee tile?
A: Use the Phone Number field (not Mobile Number) in the employee record.

Q: Why can’t I save changes to an employee record?
A: Mandatory fields like NI number or emergency contact may be missing. You can enter placeholder data, but it’s best to complete the fields properly to maintain data integrity.