Employee & Workforce Management

Staff management without
the filing cabinet

Employee profiles, certification expiry tracking, availability, automated compliance forms and role-based permissions — the workforce management foundation that keeps rosters, timesheets and payroll exports honest.

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One Source of Truth

One profile per person, used by everything

Each team member's details are entered once and flow everywhere — into rosters, timesheets and the payroll export. When the information lives in one place, it can't disagree with itself.

Contact & emergency details — kept current by employees themselves through a guided details form
Positions & pay rates — every role someone can work and what it pays, feeding rosters and timesheets automatically
Payroll-ready records — the employment and pay details your payroll export needs, captured once
Bulk import — bring the whole team across from a spreadsheet with the AI import wizard
RosterMates staff management software showing employee profiles and certifications
The Toolkit
What employee management should actually cover

Six pieces that work together — and with your rosters, timesheets and payroll export.

Employee profiles

Contact, emergency, employment and pay details in one searchable record, shared by every part of the platform.

Certifications & expiry reminders

RSAs, first aid, forklift licences, police checks, working with children checks — dated, tracked, and flagged before they lapse.

Availability & work patterns

Staff record recurring availability and one-off unavailability in the app — clashes surface while the roster is still a draft.

Automated compliance forms

Training sign-offs, reviews and safety checks recur on your schedule, with every submission tracked per employee.

Roles & permissions

Custom roles decide who edits rosters, approves leave, sees pay or manages staff — delegation without exposure.

Multi-site, multi-state staff

One profile and one login per person, shared across locations — each site keeps its own rosters, approvals and holiday calendar.

Compliance On Autopilot

The renewals chase themselves

An expired RSA behind the bar or a lapsed police check on the aged care floor isn't a paperwork problem — it's a real one. RosterMates makes the tracking automatic: record the credential once, set the expiry, and reminders arrive while there's still time to renew.

Forms work the same way — built by hand or generated by AI from a description, assigned to one person or the whole team, and repeating on schedule for training rounds, reviews and safety checks. Who's done it and who hasn't is a glance, not an audit.

Explore Digital Forms
Compliance overview
First Aid — Charlotte N.Valid until March 2027
Current
RSA — Bar team2 certificates expire within 30 days
Reminder sent
Quarterly review formsNext round goes out automatically on the 1st
Scheduled
Onboarding pack — new hire3 of 4 forms completed
In progress
Entered once, used everywhere

Employee data isn't a side database — it's the foundation the rest of RosterMates runs on.

ProfilePositions, rates, availability
→
RosterOnly qualified, available staff
→
TimesheetsHours at the right rates
→
Payroll ExportClean data for the pay run
Workforce management questions
The employee layer everything else stands on: full staff profiles with contact and emergency details, positions and pay rates, availability and work patterns, certification tracking with expiry reminders, compliance forms on automatic schedules, and role-based permissions. It's all included in the per-employee price — there's no separate HR module to buy.
Yes. Record any credential against an employee — RSA, RCG, first aid, forklift licence, police check, working with children check — with its expiry date, and RosterMates reminds you before it lapses. No more finding out a certificate expired after the shift was worked.
Yes. Build the form once — training sign-off, performance review, safety check, onboarding pack — then set a recurring schedule from daily to monthly. Each round is created and assigned automatically, and every submission lands on the employee's record for later reference.
Yes. Employees keep their contact and emergency details current through a guided form and manage their availability in the app — so the roster is built from information the team maintains, not paperwork the manager chases.
You define custom roles and grant each exactly what it needs — edit rosters, approve leave, evaluate timesheets, see pay, manage employees, and more. A venue manager can run their venue fully while pay details stay visible only to the people who should see them.
Yes. An employee can belong to one location or be shared across several with a single profile and app login, while every location keeps its own rosters, timesheets, approvals and state public holiday calendar. No duplicate records, no double data entry.
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Related Features

Workforce management powers the rest of the platform

Staff Rostering

Rosters pull positions, rates and availability straight from profiles — every shift built on accurate data.

View Scheduling

Digital Forms

The compliance engine behind the profiles — AI-built forms, recurring schedules, tracked submissions.

View Forms

Employee App

Where staff keep details and availability current, complete their forms, and see every shift.

View the App