Frequently asked questions

An Excel or CSV file with names, job titles, departments and hire dates is enough — the information you already keep in your staff list. You match the columns to the employee record fields; the rest (employment contracts, addenda, contact details) you can fill in over time.

Modules such as employee records, time tracking, leave and shift planning are enabled from the admin panel. You can start with time tracking and leave, for example, and add shift planning later without reconfiguring what you already use.

Yes. You get 6 months free, with no card and no yearly commitment. If you decide to continue, you activate a subscription from the panel.

Yes. If you run several companies, you can manage them from one account and switch between them. Each company keeps its own employee records, org chart and time tracking.

Card or bank transfer. Current plans and prices are shown on the pricing page, and you can change or cancel your subscription from the panel.

Employees clock in and out from the web app, on a computer or a phone, when they arrive and leave. Hours worked are totalled automatically, so you no longer need manual spreadsheets.

The employee submits a request from the app, picks the type (annual, sick, unpaid, special event) and the dates, and the request lands instantly with their direct manager for approval or rejection. Everything stays in the history, and approved days are deducted automatically from the leave balance.

The balance starts from the annual leave entitlement you set for each employee, in line with the employment law that applies to your company and any extra days from the contract or internal policy. Approved leave is deducted from it, and the remaining days are visible to both the employee and HR.

Yes. Shifts are planned visually on a calendar, so you can see who works when and spot gaps or overlaps before publishing the rota. Checking the plan against the working-time rules that apply to your company remains your responsibility.

Hours worked beyond the normal schedule are shown separately from standard hours, based on the clock-in data. They appear in the monthly hours report, and how they are compensated is decided by your company policy and the applicable employment law.

Yes. Approved leave and planned shifts are visible in 4mystaff, so managers can see who is away before approving a new request. This helps avoid overlapping leave and gaps in cover.

The record brings together the employment contract, addenda, job description, ID copies, qualifications, the health-and-safety induction record and any other uploaded document. You get one file per employee that is easy to retrieve when needed, instead of physical folders scattered around the office.

Changes to role, contract or employment status are recorded in the employee file, so you have the information to hand when you prepare the reports required in your country. 4mystaff does not file statutory reports on your behalf.

Access to employee data is restricted by role, so each person sees only what their role allows. Data is stored on servers within the EU, and you can retrieve, correct or remove an employee’s data when you respond to requests under GDPR.

4mystaff helps you prepare. During an inspection you can quickly retrieve personnel files, contracts, addenda, time records and leave history. Because the data is kept in one place, you no longer waste time hunting for documents in binders.

Documents are stored digitally on servers within the EU (Hetzner, Helsinki datacentre). They remain accessible for the duration of your subscription; how long you must keep each type of record is set by the law that applies to your company.

The org chart shows departments, roles and reporting lines, built from the employee records. When someone joins, moves or leaves, you update their record and the structure stays current.

At month-end you get an hours report per employee, built from the clock-in data: standard hours, overtime and approved leave. You can review it with team managers and share it with whoever handles pay in your company.

Access is controlled by role: administrator, HR, team manager and employee. A manager only sees their direct reports, HR sees the whole organisation, and an employee sees only their own record and requests. This keeps sensitive data visible only to those who need it, in line with GDPR.

Each user signs in with their own account and sees only what their role allows. Data is stored on servers within the EU — basic protection for sensitive personnel information.

No. 4mystaff records hours, overtime, leave and contract changes and produces monthly hours reports. Salary calculation stays with your accountant or the tool you already use for it.

Yes. The affiliate programme gives you a unique referral code and a commission for new companies that subscribe to 4mystaff on your recommendation. It suits HR consultants, accounting firms and employment law practices that already work with employers.