What information is used in the platform
OurTeam handles information that helps you run rosters and day-to-day team communication. That can include employee names, job roles, shifts, availability, swap requests, message histories and activity participation details. If your business enters contact details or work preferences, those details are used for the normal running of the service.
We keep the focus on what is needed for scheduling and workplace coordination. That means the information should stay relevant to work purposes, and be updated when staff change roles, sites or working hours.
How workplace information is handled
Workplace information is used to support scheduling, shift changes and team updates across branches and sites. In practice, this means managers and staff can view the details they need to work with rosters and agreed communications. If your business operates in Rosebank, Johannesburg, Cape Town, Durban, Pretoria, Bloemfontein, Midrand or Sandton, the same approach applies across locations.
Rosters should also be prepared with the Basic Conditions of Employment Act in mind. That includes planning working hours, breaks and rest periods carefully, and keeping records orderly. This is general guidance only, not legal advice.
- Use only the details needed for rostering and team communication.
- Keep worker records current when shifts or reporting lines change.
- Review rosters before publishing so the right people see the right information.
Steps to keep staff details accurate
If you manage a team, a regular data check helps avoid confusion on shift start times, site allocations and swap approvals. It also makes it easier to respond when a staff member says their information is wrong or out of date.
- Check employee names, phone numbers and roles before each roster cycle.
- Remove inactive users or old site assignments when staff move on.
- Confirm availability changes before assigning late shifts or weekend work.
- Make sure managers know who can approve swaps and team messages.
A quick monthly review is usually enough for smaller teams, while larger operations may prefer a weekly check especially where shifts change often.
Messages, swaps and activity information
When staff use the messaging and swap features, the information shared is part of the workplace record for that interaction. That may include who requested the swap, who approved it, and what was said in the message thread. Team activity entries are treated in the same practical way, because they help record who attended, replied or was assigned to a task.
Keep messages brief and work-related where possible. If a note is only meant for a supervisor or a small group, send it to that group rather than to the full team. This keeps the flow tidy and reduces unnecessary sharing.
What to do if information needs to be corrected
If a roster entry, contact detail or shift assignment is wrong, fix it as soon as possible. Most privacy issues in a working team come from old information rather than anything complicated. A small error can lead to someone missing a shift or seeing a message that was not meant for them.
For support, use the enquiry form on our contact page and include the branch, the staff member name and the issue you want corrected. That helps the team respond faster and keeps the process clear.
- State what needs changing.
- Include the branch or site name.
- Say whether the issue affects a roster, message or team activity.
- Ask for confirmation once the update has been made.
Getting help with privacy related questions
If you are unsure how a certain detail should be handled, ask before adding it to the system. This is especially useful when a business is rolling out the platform to several sites or training managers in different branches. A good process at the start saves time later and helps everyone work from the same set of rules.
OurTeam supports businesses across South Africa with account setup, roster template setup, manager training, staff training, site rollout, policy alignment, swap process help, message setup, activity planning help, go live support and ongoing check ins. For privacy queries, the easiest path is the enquiry form on our contact page, where you can describe the matter in plain terms and request help.
If your team works through load-shedding periods, coastal humidity or busy municipal schedules, keep your records current and your communication channels simple. That way rosters stay usable and staff know where to look for the latest update.
