Employment records

Open a cleaner from the Team directory and the tabs across their record end with Employment. It is there only if you are the account owner: a supervisor does not see it, and neither does a cleaner looking at a colleague.

Nothing here is required

Every field is optional and every one of them reads as not recorded rather than as a zero. That is not politeness, it is accuracy: blank contracted hours means "no fixed hours", which is the normal arrangement for most cleaners, while 0 would mean a contract for no work at all. Everything downstream treats a missing figure as missing.

So a sole trader with one cleaner and a handshake can ignore this tab entirely and nothing elsewhere breaks. Fill in what you actually know, when you know it.

What it holds

Contract

Employment type (employee, worker, self-employed or agency), how they are paid (hourly, salary or day rate), start date, and, once it applies, a leaving date and reason. A leaving date before the start date is refused as the typo it is.

Hours

Contracted hours a week, the point at which overtime starts, the multiplier it is paid at, and any unpaid break deducted from a shift. Leave contracted hours blank and nothing is ever counted as over.

Holiday

Either an accrual rate (entitlement building as a percentage of the hours actually worked, which is what suits irregular hours) or a fixed entitlement in hours across the leave year, which suits somebody on set weekday hours. Per person, because a cleaning firm usually needs both.

Emergency contact

Name, phone and relationship. Who to call about them, not who they call.

Payroll reference

Their id in your payroll software. This is the field a timesheet export matches on, and it is the reason the next section exists.

There is no National Insurance number, deliberately

You will look for the field and it is not there. That is a decision, not an oversight.

A National Insurance number is only ever used inside a payroll system, and your payroll system already holds it alongside the tax code, the NI category and the pension scheme. Keeping a second copy here would add a genuinely serious thing to lose (an NI number is a key to identity fraud) in exchange for nothing, because every major UK payroll package can match an imported timesheet on an employee reference instead. That is what Payroll reference is for.

Who can see it

This is enforced by the database, not by hiding the tab. A cleaner who queried the data directly with their own login would get their own row and nothing else; a colleague would get nothing at all. It is also kept out of every CSV export and is never stored on the phone, which matters most for the emergency contact: that is a third party who has never used CleanFlo and cannot be asked what they think about it.

When somebody leaves

Record the leaving date and the reason here, then deactivate them in the Team directory. The two are separate on purpose: the employment record is what the leaving date belongs to, and deactivating is what actually removes their access.

Their finished work stays attached to them either way, so the history and the figures stay right. Their future work does not move on its own, so reassign it before the date arrives, exactly as covered in Managing your team.