Before you start
User types: Employees, Locums, Agencies.
You can only delete locums with no future shifts and no outstanding payments.
Removing users mid-month does not reduce that month’s licence count.
Add users
Locums (automatic)
Locums are automatically added when they book via negotiation, instant book, or application.
Manually add (choose the correct user type)
Open People → click Add New User (top-right) → select Employee / Locum / Agency.
Agency user
Choose or create the agency
Search to select an existing Agency, or click Or add a new Agency.
Enter contact details
Agency Contact Name, Contact Number, Contact Email.
Booking fees (optional)
Toggle Placement Fee and/or Shift Fee On, then enter values.
Report access (optional, permissions-based)
Tick Can View Reports? to grant access to the Agency Invoice Report.
Save
Click Save (green).
Locum user
Manual create
Enter First Name, Last Name, Email (and any other details).
Click Add Locum (green).
Invite via landing page (alternative)
Share your company’s locum registration link; locums self-register.
Employee user
Complete the tabs
Account Details — First Name, Last Name, Email (mandatory); contact info.
Permissions — Roles & Permissions (mandatory); set Job Type, Leave Tier.
Locations & Regions — assign Regions and/or Locations (Region = access to all stores in it).
Contacts — emergency contact / next of kin.
Contract — contract type, start date, terms.
Payroll — tax code, payroll reference, NI number, etc.
Personal Details — address, date of birth, gender, etc.
Save
Click Save (green) to create the employee.
If you manually invite locums, they will appear in Invited and Invited Booked Locums and will be included as billable users.
Remove / block users
Delete an Employee
People → locate the user.
Tick → Options → Delete employee(s) → Yes.
Delete a Locum (standard delete)
People → User Type = Locum.
Tick → Options → Delete locum(s) → Yes.
They can still view/apply unless permanently deleted & blocked.
Permanently delete & block a locum (remove access + licence)
People → click locum’s name → Settings.
2. Company User Status → Permanently deleted & blocked → Save Changes.
Stops viewing/applying and removes from your licence.
Delete an Agency user
People → User Type = Agency.
Tick → Options → Delete agency user(s) → Delete (red).
Bulk delete / “licence cleanse”
People → filter Locum (also review Invited / Invited Booked Locums).
Select many → Options → Delete locum(s) → Yes.
If a locum/company cancels a shift, that locum still counts for the month—include in your cleanse if needed.
Common misconceptions (and what actually occurs)
“My monthly usage is based on the user count at month end.”
Usage is based on Total Utilised Users during the month, not just the end-of-month snapshot.“Cleansing at month end prevents overage for this month.”
Cleansing lowers your starting baseline for the next month. Overage for the current month is still billed.“Future (posted) shifts don’t affect my user count.”
When a locum books into any future shift, they count as a user on your licence until that shift is worked.“Only accepted workers count towards my licence.”
Depending on your settings (e.g., non-compliance booking disabled or agreements enabled), applicants may still count on your licence regardless of acceptance.
Tips
Use Permanently deleted & blocked to fully remove access and stop shift visibility.
Add a monthly cleanse task for Inactive locums.
Before deleting, check for outstanding payments to avoid errors.
Troubleshooting
Can’t delete a locum: Ensure no future shifts and no pending payments.
Locum still applying after delete: Standard delete keeps visibility; use Permanently deleted & blocked if you wish to prevent future applications.
Need help? Click the chat button in the bottom-right corner of the screen to contact our support team.