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How to Manage Personnel Status

Personnel Status

Personnel Status lets you track each person’s employment or availability state in Shoreline. Instead of deleting personnel who are temporarily unavailable, pending onboarding, leaving the organization, or no longer active, you can set a status that reflects their current situation.

Shoreline uses Personnel Status to:

  • Filter personnel lists and dropdowns.

  • Show warnings in planner views.

  • Control whether personnel can log in.

  • Help planners avoid assigning people who are not currently available.

  • Guide rotation creation and team-position assignment.

In this article

  • Personnel status values

  • Prerequisites

  • Where to find Personnel Status

  • Set a status on a person

  • How status affects lists and filters

  • How status affects planner views

  • How status affects activity manpower

  • How status affects rotation creation

  • How status affects login access

  • Bulk update personnel status by import

  • Limitations

  • Troubleshooting

  • Status quick reference

Personnel status values

Status What it means
Active The person is currently employed and available for assignment. This is the default status for new and existing personnel.
On Hold The person is employed but temporarily unavailable, for example because of leave, secondment, or a contract hold. They can still appear in planning views, but Shoreline shows a yellow warning when they are assigned.
Pending The person’s employment status is not finalized, for example during onboarding, contract confirmation, or background checks. Pending personnel are excluded from default personnel filters. When they appear on assigned activities, Shoreline shows a yellow warning.
Inactive The person is no longer active in the organization. Inactive personnel are excluded from default personnel filters and dropdowns. If they remain assigned to scheduled work, Shoreline shows a red warning.
On Notice The person has given or received notice and is working through their notice period. On Notice personnel are excluded from default personnel filters and dropdowns. If they remain assigned to scheduled work, Shoreline shows a red warning.

Prerequisites

To change Personnel Status:

  • Your company must have Personnel Status enabled.

  • You must have permission to update personnel status.

  • You must update each person individually in the UI.

Bulk updates are supported by import, but there is no bulk-status update tool in the Personnel UI.

Where to find Personnel Status

You can set Personnel Status from the employee record.

  1. Go to Resources → Personnel.

  2. Open the person you want to update.

  3. In the employee modal, go to the top information section.

  4. Find the Personnel Status field.

  5. Select the correct status.

  6. Save the record.

All existing personnel were set to Active when Personnel Status was introduced. You do not need to update anyone who should remain Active.

Set a status on a person

  1. Go to Resources → Personnel.

  2. Select the person you want to update.

  3. In the employee modal, find Personnel Status.

  4. Select one of the following statuses:

    • Active

    • On Hold

    • Pending

    • Inactive

    • On Notice

  5. Select Save.

Changing a person’s status can affect planning visibility, rotation creation, and login access immediately. Review the sections below before changing a person to On Hold, Pending, or Inactive.

How status affects personnel lists and filters

Personnel lists and planner search views can include a Personnel Status filter.

By default, Shoreline shows:

  • Active

  • On Hold

By default, Shoreline hides:

  • Pending

  • Inactive

  • On Notice

This keeps standard planning workflows focused on the current working population.

To find personnel with a hidden status:

  1. Open the relevant personnel list, planner view, or assignment view.

  2. Open the filters.

  3. Find Personnel Status.

  4. Add the statuses you want to include.

  5. Apply the filter.

In some views, you may also see an Include inactive option. Use this when you need to include personnel who are normally hidden from default results.

How status affects planner views

Personnel Status warnings appear in planner views when non-active personnel are assigned to scheduled work.

Status Warning shown Meaning
Active No warning The person is active.
On Hold Yellow warning The person is temporarily unavailable.
Pending Yellow warning The person’s employment status is not finalized.
Inactive Red warning The person is no longer active.
On Notice Red warning The person is in their notice period.

Warning icons are shown directly on activity blocks and in hover-over information where supported.

Warnings help planners identify assignments that may need review. They do not automatically remove personnel from existing activities.

How status affects activity manpower

When you open an activity and review the manpower section, Shoreline can show a warning if assigned personnel have a status that needs attention.

Warnings may appear for personnel who are:

  • Pending

  • Inactive

  • On Notice

The warning lists the affected personnel so planners can review whether the assignment should remain.

How status appears in personnel dropdowns

When a non-active person appears in a dropdown or selection list, Shoreline may show their status next to their name.

Examples:

  • Jane Smith (On hold)

  • Alex Brown (Pending)

  • John Doe (Inactive)

  • Alice Green (On notice)

This helps planners spot non-standard statuses before confirming an assignment.

How status affects rotation creation

Personnel Status is used during rotation creation to control who appears by default and what happens when they are assigned.

Default personnel list

When adding personnel to a rotation, the default personnel list shows:

  • Active

  • On Hold

The default list does not show:

  • Pending

  • Inactive

  • On Notice

To include hidden statuses, adjust the Personnel Status filter in the add-personnel view.

Assigning On Hold personnel

On Hold personnel can be added to a rotation, but Shoreline shows a warning first.

  1. Start creating or editing a rotation.

  2. Go to the assignment step.

  3. Add one or more personnel.

  4. If any selected person is On Hold, Shoreline asks you to confirm.

  5. Choose whether to continue with the assignment or cancel.

Use this warning as a checkpoint before assigning someone who is temporarily unavailable.

Assigning Pending personnel

Pending personnel are normally hidden from the default rotation personnel list.

If you need to find Pending personnel, adjust the Personnel Status filter to include Pending.

Pending personnel may still appear in planner warnings if they are assigned to work. Treat Pending personnel as not fully available unless your organization has confirmed they can be scheduled.

Assigning Inactive or On Notice personnel

Inactive and On Notice personnel are normally hidden from the default rotation personnel list.

When assigning personnel to team composition positions during rotation creation, Shoreline blocks Inactive and On Notice personnel from being dropped into a position. If you try to assign them to a team position, the assignment is rejected and an error message is shown.

This prevents users from assigning people who are no longer active or who are leaving the organization into team positions during rotation setup.

Summary: rotation creation behavior

Status Appears by default when adding personnel to a rotation? Can be added to a rotation? Can be assigned to a team position during rotation creation?
Active Yes Yes Yes
On Hold Yes Yes, after confirmation Yes
Pending No Only if included by filter Not blocked in the same way as Inactive or On Notice, but should be treated with caution
Inactive No Only if included by filter No
On Notice No Only if included by filter No

How status affects login access

Personnel Status controls whether a person can log in to Shoreline.

Status Login allowed?
Active Yes
On Hold No
Pending No
Inactive No
On Notice Yes

If a person is set to On Hold, Pending, or Inactive, they cannot start a new login session.

This applies to login methods supported by your organization, including username and password login and SSO-based login where applicable.

For security reasons, Shoreline may show a general login failure instead of explaining that the person’s status blocks login.

Important: Before changing a person to On Hold, Pending, or Inactive, make sure they should lose login access.

Existing sessions may continue until the current session expires. New login attempts are blocked immediately.

Bulk update personnel status by import

Personnel Status can be updated through personnel import.

Use the following column name:

PERSONNEL_STATUS

Accepted values are case-sensitive.

Import value Status applied
active Active
on_hold On Hold
pending Pending
inactive Inactive
on_notice On Notice

Refer to your Personnel Import guide for full import instructions and file format requirements.

Limitations

  • Personnel Status does not automatically change based on dates, contracts, or onboarding events.

  • Status must be changed manually or by import.

  • There is no bulk-status update tool in the Personnel UI.

  • Inactive personnel are not deleted. Their historical records, assignments, and timesheets remain available.

  • Pending, Inactive, and On Notice personnel are hidden from default filters and dropdowns unless explicitly included.

  • Warnings do not automatically remove personnel from existing scheduled activities.

  • Login access changes immediately for new login attempts when a person is set to On Hold, Pending, or Inactive.

  • Active sessions may continue until the session expires.

  • Status is company-wide for the person. It is not set separately by site, work package, or planner view.

Troubleshooting

I cannot find a person in a personnel dropdown

Check their Personnel Status. If they are Pending, Inactive, or On Notice, they may be hidden by the default filter. Add that status to the Personnel Status filter or use Include inactive where available.

I see a warning icon on an activity

The assigned person may have a non-active status. Open the activity or hover over the warning to review the affected personnel.

I cannot assign someone to a team position while creating a rotation

Check whether the person is Inactive or On Notice. These statuses cannot be assigned to team composition positions during rotation creation.

I selected an On Hold person during rotation creation and saw a warning

This is expected. On Hold personnel can still be assigned, but Shoreline asks you to confirm first because the person is marked temporarily unavailable.

A person cannot log in

Check their Personnel Status. People with On Hold, Pending, or Inactive status cannot start a new login session.

A person is still using Shoreline after their status changed

They may still have an active session. Status changes block new login attempts immediately, but existing sessions may continue until they expire.

A Pending person appears on scheduled work

Pending personnel are hidden from default filters, but they may still appear if they were already assigned or if the filter was changed to include Pending. Review the assignment and confirm whether the person should remain scheduled.

Status quick reference

Feature Active On Hold Pending Inactive On Notice
Can log in Yes No No No Yes
Included in default personnel filters Yes Yes No No No
Visible in planner when assigned Yes Yes Yes Yes Yes
Planner warning None Yellow Yellow Red Red
Appears by default when adding personnel to a rotation Yes Yes No No No
Rotation assignment behavior Can be assigned Can be assigned after confirmation Hidden by default; use caution if included Blocked from team-position assignment Blocked from team-position assignment
Dropdown label Name only Name with status Name with status Name with status Name with status
Historical data kept Yes Yes Yes Yes Yes