---
title: Staff (non-users)
summary: Register site staff who do not sign in to Superwise, such as supervisors and labour, link them to projects and contractors, and approve them.
order: 7
menu: Company settings > General > Staff (Non-users)
route: /sitestaff
who: People who have the View Site Staff permission. Adding needs Add, editing needs Edit, deleting needs Delete and approving needs Approve.
---

Staff (non-users) are people who work on site but do not sign in to Superwise. Examples are a security guard, a mason or a supervisor of a contractor. You register them here so that their presence on site can be recorded. People who sign in are users. Add them under [Users](user.md).

The screen is called **Site Staff** in its page title. The entry in the left menu is **Staff (Non-users)**.

## Before you start

- Add the projects the staff work on. See [Projects](project.md).
- If the staff belong to a contractor, add the contractor as an organization. See [Organizations](organization.md).
- If you want to link the staff to a resource, such as a labour type, that resource must be a labour resource.
- If the person also signs in to Superwise, create the user first. See [Users](user.md).

## How to add a staff entry

1. Open **Company settings** in the left menu, then **General**, then **Staff (Non-users)**.
2. Click **Add Staff** (mark 1 in the first picture).
3. In **Name:** (mark 1 in the second picture), type the full name.
4. In **Designation:**, type the job, for example Supervisor.
5. In **Projects:**, choose the projects the person works on.
6. If the person is an employee who also has a user account, choose the user in **Linked App User:** (mark 2). Otherwise, choose the contractor in **Contractor:** (mark 3) and, if needed, the type of labour in **Resource:**.
7. In **Identification:**, type an identity number, for example a card number.
8. To add a photo of the identity proof, use the box **Identification (Proof):** and choose an image smaller than 1 mb.
9. Click **Save** (mark 4).

![The page Site Staff before any staff are added. The mark 1 is the button Add Staff.](../media/staff-list.png)

![The box Add Staff Entry. The mark 1 is Name, the mark 2 is Linked App User, the mark 3 is Contractor and the mark 4 is Save.](../media/staff-form.png)

When you choose a user in **Linked App User:**, the fields **Contractor:** and **Resource:** are hidden. When you choose a contractor, **Linked App User:** is hidden.

## How to change, approve or delete a staff entry

1. In the list, click the three dots at the end of the row.
2. Choose **Edit**, **Delete**, or **Approve**. When the entry is already approved, the choice is **Disapprove**.
3. For **Edit**, change the fields in the box **Edit Staff Entry** and click **Save**. For the other choices, confirm the question.

To read more about a person, click the arrow at the start of the row. The row shows **Identification**, **Projects**, **Created By** and **Created On**, and the identity photo if there is one.

## What the columns mean

| Name | What it means |
| --- | --- |
| **Name** | The name of the person. |
| **Designation** | The job of the person. |
| **Contractor** | The contractor the person works for. |
| **Labour** | The labour resource linked to the person. |
| **App User** | The user account linked to the person. |

## What the fields mean

| Name | What it means |
| --- | --- |
| **Name:** | The full name. Required. |
| **Designation:** | The job of the person. |
| **Projects:** | The projects the person works on. |
| **Linked App User:** | The user account of the person, when the person also signs in. |
| **Contractor:** | The contractor the person works for. |
| **Resource:** | The labour type of the person. It must be a labour resource. |
| **Identification:** | An identity number, for example a card number. |
| **Identification (Proof):** | A photo of the identity card. The file must be smaller than 1 mb. |

## Rules to know

- A name is required.
- A user, or a name with the same designation, cannot be registered twice. The message is "Staff ... is already registered".
- The contractor must be an organization that exists. The resource must be a labour resource.
- When you delete a staff entry, Superwise also deletes its project links and all its attendance records.
- Use the box **Search (min. 3 characters)** to find a person. Click **Export to CSV** to download the list.

## If something goes wrong

| What you see | What to do |
| --- | --- |
| The Name field is required. | Type the name. |
| Staff ... is already registered | The person is already in the list. Edit that entry. |
| Invalid Vendor selected for Staff | Choose the contractor again from the list. |
| Invalid Resource selected for Staff | Choose a labour resource. |
| Staff entry could not be deleted | Read the message and try again, or ask your administrator. |

## Related pages

- [Users](user.md)
- [Projects](project.md)
- [Organizations](organization.md)
- [Departments](department.md)