Employees are the people you schedule.

This is where you add your team, define when they can work, and set what they can do.

If this setup is wrong, your schedules will not work.

Why employee setup matters

Cirrus Calm uses employee data to build schedules.

That includes:

• Skills
• Working hours
• Availability
• Maximum hours

If this is not set properly, the system cannot plan correctly.

You will end up fixing everything manually.

Before you add employees

Make sure your Skills are already set up.

Employees are matched to skills. Without them, scheduling will not work.

Add a new employee

Follow these steps:

1. Go to Employees
2. Click Add employee
3. Enter:
   1. First name
   2. Last name
   3. Email address
   4. Type (Regular or Admin)
   5. Choose to send the invitation email or not
4. Click Save

The employee is now created.

Complete the employee profile

Creating the employee is only the first step.

You now need to define how they work. Click on the employee again and now we need to define the following:

Employable from

Set when the employee can be scheduled.

Use this when:

• Someone has a start date
• Someone is leaving
• Temporary staff are added

If not set, the employee is always available.

Week cycle

This controls how their schedule repeats.

• 1 week for standard patterns
• 2 weeks for alternating schedules

Use this for part-time or rotating shifts.

Maximum hours per week

Set a limit if needed. Useful for:

• Part-time employees
• Flexible workers

This helps prevent over scheduling during automatic planning.

Work times

Define when the employee is available.

• Set start and end times per day
• Assign work location if used
• Leave blank if they do not work that day

This is one of the most important settings.

The system uses this to decide when someone can be scheduled.

Skills

Assign the skills the employee can perform.

Only assign what they are trained to do.

This drives:

• Automatic scheduling
• Shift suggestions
• Coverage planning

If skills are wrong, schedules will be wrong.

User type and access

Via account management, you can control:

• User type such as standard or administrator
• Access to locations

Only give admin access where needed.

Important to know

Employee settings guide the system, but do not block manual changes.

You can still:

• Schedule outside working hours
• Assign skills not selected

Use this carefully.

Edit an employee

To update an employee:

1. Go to Employees
2. Select the employee
3. Update the details
4. Save

Changes apply immediately.

Deactivate an employee

Do not delete employees.

Instead:

1. Open the employee profile
2. Set an ‘Employable to’ date
3. Save

This keeps:

• Schedule history
• Reporting accuracy

The employee will no longer appear in planning after that date.

Best practice

Keep your employee data clean.

• Always assign correct skills
• Set realistic working hours
• Use max hours for part time staff
• Keep availability up to date

Clean data makes scheduling easy.

Messy data creates constant fixes.

What next

Once your employees are set up, move on to:

👉 Staffing Templates

This is where you define how many people you actually need.