Introduction
Keeping worker profiles accurate helps ensure scheduling, communication, and payroll information stays up to date. Admins can update most worker information directly from the worker's profile, although some fields may be restricted when information is managed by an integrated system.
Overview
You can update a worker's information from their profile in app.nowsta.com. Depending on your account configuration, you may be able to update information such as:
Name
Email address
Phone number
Department
Position
Profile photo
Tax status
Some fields may be read-only when the worker's information is synced from an external agency, payroll provider, or other integration. In these cases, the information must generally be updated in the system that manages the worker's data.
How to Edit a Worker's Profile
1. Open the Worker's Profile
Log in to app.nowsta.com.
Select Workers from the left-hand navigation.
Find the worker you want to update.
Select the worker to open their profile.
2. Update the Worker's Personal Information
Depending on your account configuration, you can update information such as the worker's:
Name
Email address
Phone number
Select the appropriate field, make the necessary changes, and save the update.
When a worker's email address or phone number is changed, a confirmation email may be sent to the address on file. The updated information will also be reflected in the appropriate admin or coordinator views.
3. Update the Worker's Department or Position
To update a worker's position:
Open the worker's profile.
Locate the Positions section.
Select Edit.
Enable or disable the appropriate position(s).
Save your changes.
A worker must be qualified for a position before they can be assigned to a shift for that position.
Example: If a worker is not enabled for the "Bartender" position, they cannot be assigned to a shift that requires the Bartender position.
Make sure the worker's department and position information accurately reflects the work they are qualified to perform.
4. Update the Profile Photo
To add or replace a worker's photo:
Open the worker's profile.
Select the profile photo area.
Upload the new photo.
Save the change, if prompted.
A clear and current photo can make it easier for managers and coordinators to identify workers.
5. Update the Worker's Tax Status
Admins can update a worker's Tax Status from their profile.
The available tax status options are:
1099
W-2
To update a worker's tax status:
Open the worker's profile.
Locate the Tax Status field.
Select the appropriate option: 1099 or W-2.
Save your changes.
Make sure the worker's tax status is accurate before processing payroll or generating payroll-related reports.
Alternative Method
Update Multiple Workers Using CSV Import
If you need to update information for multiple workers, a CSV import can be more efficient than editing each profile individually.
This can be useful when making changes across a large roster, such as updating departments or positions.
During the import process, Nowsta can identify errors in the file before changes are committed. Review any errors carefully and correct them before completing the import.
Troubleshooting
The email or phone number field cannot be edited
Some worker records have their contact information managed by an external agency, payroll system, or other integration.
When this occurs, the field may appear as read-only and cannot be changed directly by an administrator in Nowsta.
If the information needs to be changed, it may need to be updated in the system that originally supplied the worker's information.
The worker's information appears out of sync
If a worker has entered different information from what is currently shown in the admin view, Nowsta may display an alert indicating that the information needs to be reviewed or confirmed.
Review the information and make sure the correct details are saved and synchronized.
The position change did not save
If a worker still cannot be assigned to a particular position:
Open the worker's profile.
Go to Positions.
Select Edit.
Confirm the required position is enabled.
Save the changes.
Try assigning the worker to the shift again.
Remember that workers can only be assigned to shifts for positions they are qualified for.
Changes are not appearing immediately
If an update was made through an integration or external system, the information displayed in Nowsta may depend on the next synchronization with that system.
If a field is managed by an integration, make the change in the source system when applicable.
Important Notes
Keep worker names and contact information accurate so workers can receive important communications.
Workers must be qualified for a position before they can be assigned to shifts for that position.
Some email and phone number fields may be read-only when the worker's information is managed by an external agency or integration.
Changes made through an integrated system may depend on the integration's synchronization schedule.
Changing a worker's pay rate does not retroactively change their historical earnings. Past earnings remain associated with the pay rate that was applicable when the work was performed.
Admins can update a worker's Tax Status to either 1099 or W-2.
If a worker is no longer part of your active team, use the appropriate worker offboarding process rather than simply changing individual profile fields.
For large-scale updates, consider using CSV import instead of updating workers one at a time.
Summary
Admins can update most worker information directly from the worker's profile in app.nowsta.com, including personal information, positions, profile photos, and tax status. For larger changes, CSV import can help update multiple workers more efficiently.
The main limitation to be aware of is that some contact information, particularly email addresses and phone numbers, may be locked when the worker's information is managed by an external agency or integration.
Keeping worker profiles accurate and ensuring positions are correctly assigned can help prevent scheduling and communication issues.
Need More Help?
Please contact support@nowsta.com. We're happy to help if you have questions or need assistance updating worker information in Nowsta.