Staff records: add, import and keep your own people

The staff list holds your own people, not your providers: their positions, role type, employment and every check or qualification they need. Only admins see it. Its name follows your organisation: Staff, Staff & coaches for a club, or Our staff for a builder or other business.

Before you start

People & Volunteers is switched on in full (Settings → Your packs).

How to add a staff member

1. 1Step 1: Open the staff list and go to Add a staff member.
2. 2Step 2: Enter their Name, an optional Email (for expiry reminders, policy links and their own qualifications link), Position and Role type.
3. 3Step 3: Choose Employment, and add a Start date and an End date if you know it.
4. 4Step 4: Tick First aid officer if they need first aid and CPR.
5. 5Step 5: Select Add staff member. Their page opens with the onboarding checklist ready.

How to import from a spreadsheet

1. 1Step 1: Under Import from a spreadsheet, choose a CSV with a header row. Only name is required; dates are YYYY-MM-DD. The page lists the columns your organisation can use.
2. 2Step 2: Select Check the file. Every problem is listed by line, and columns iComply doesn't use are named and ignored.
3. 3Step 3: Choose the file again and select Import. Rows with problems are skipped.

To bring in first aid, CPR, licences and other qualifications for staff already on the list, use Qualifications → Import qualifications from a spreadsheet. See Staff qualifications.

The list

• Filter by All current, Current (green), Expiring (amber) or Action needed (red).
• Each row shows the next expiry and the first missing or expired item.
• Show staff who have left lists people with a past end date.
• Staff report (CSV) downloads the list.
• Request certificates from staff emails each person their own link. See Your qualifications link.

What's needed by default

• First aid officers: first aid and CPR, for every kind of organisation.
• Clubs: a Working with Children Check for coaches, instructors and anyone who works with children.
• Charities and peak bodies: a Working with Children Check for staff who work with children or the people you support.
• Builders: a white card for site or field staff.
• Everything else is your own choice in Qualification settings. See Qualification settings.

Limits

• Staff spreadsheets: 1 MB per file.
• Certificates: PDF, PNG or JPG, up to 10 MB.