Add and Edit Employees

From your

Applies to , ,

Overview

Add employees and manage their information to make sure their profiles are configured to fit your needs. In addition to their contact information, your employees’ profiles contains their assigned schedules, positions, and wage information.

You can also edit an employee’s information from your iOS device or Android device.

Considerations

Add an employee

  1. Hover over Workplace, then select Employees Employees.

  2. In the top-right corner of the screen, click Add Employee.
    The Add Employee window appears.Edit employee screen of the employee profile
  3. Add the employee’s contact information:
    1. First Name and Last Name are required.
    2. If you want to invite the employee now, add their Email Address, Mobile Number, or both.
    3. Set the employee’s access level using the Role menu.
  4. (Optional) Use the Assignments tab to assign the employee to SchedulesPositions, and Tags.
  5. (Optional) If you use the Forecast Tools on the Scheduler (or you use Time Clock & Attendance), add the employee’s wage information on the Hourly Rates tab.
  6. (Optional) Use the Advanced Details tab to set extra info. You might want to do so if:
  7. Click Add Employee.

Edit an employee

  1. Hover over Workplace, then select Employees Employees.

  2. Click on the name of the employee you’d like to edit.
    The Edit Employee window appears.
  3. Make the necessary changes. For more information on editing an employee’s information, see Employee details reference.
  4. When you’re finished, click Save Employee.

Employee details reference

If you’re adding a new employee or editing an existing employee, you can modify the details in their profile.

Employee Details

a
First Name
Edit the employee’s first name.
b
Last Name
Edit the employee’s last name
c
Email

Displays the email address the employee has registered.

Only the employee can edit their email address once they’ve registered their profile.

d
Mobile Number
Edit the employee’s mobile number.
e
Profile Photo
Click Pencil button to add or update the employee’s profile photo.
f
Role/Access Level
Click Down icon to change the employee’s access privileges.
g
Archive Employee
Click to deactivate the employee profile and remove the employee from the schedule. See Archive an Employee.
Callout Name Description
a First Name Edit the employee’s first name.
b Last Name Edit the employee’s last name
c Email

Displays the email address the employee has registered.

Only the employee can edit their email address once they’ve registered their profile.

d Mobile Number Edit the employee’s mobile number.
e Profile Photo Click Pencil button to add or update the employee’s profile photo.
f Role/Access Level Click Down icon to change the employee’s access privileges.
g Archive Employee Click to deactivate the employee profile and remove the employee from the schedule. See Archive an Employee.

Assignments

Web employees edit assignments callout

a
Schedules

Edit the employee’s Schedules where they’ll work.

Removing an employee from one of their assigned Schedules moves their future scheduled shifts to OpenShifts. This cannot be reversed.

b
Positions
Edit the employee’s Positions they’re qualified to work.
c
Tags
Edit the employee’s Tags for an additional layer of eligibility on top of Positions.
Callout Name Description
a Schedules

Edit the employee’s Schedules where they’ll work.

Removing an employee from one of their assigned Schedules moves their future scheduled shifts to OpenShifts. This cannot be reversed.

b Positions Edit the employee’s Positions they’re qualified to work.
c Tags Edit the employee’s Tags for an additional layer of eligibility on top of Positions.

Hourly RatesWeb Employees hourly rates callout

If you’d like to view labor costs while you make the schedule, or if you’re using Time Clock & Attendance to track employees’ hours, set up pay rate information on the Hourly Rates tab.

Callouta
NameBase Hourly Rate
DescriptionSet the employee’s base hourly rate regardless of the position they work.
Calloutb
NameHourly Rate by Position
DescriptionIf an employee is qualified to work multiple positions and earns different rates depending on the position they’re scheduled for, enter a value to increase or decrease their base hourly rate.

  • To pay the employee more than the base hourly rate, enter a positive number.
  • To pay the employee less than the base hourly rate, enter a negative number, such as -2.
Calloutc
NameMax Hours/Week
DescriptionEnter the max number of hours an employee should work per week.
Calloutd
NameEmployee is Exempt
Description(Time Clock & Attendance only) If the employee should not be paid overtime, check the box next to Employee is Exempt.
Calloute
NameAllow Timesheet Editing & Disable Clock In/Out Reminders
Description(Time Clock & Attendance only) If the employee does not clock in for shifts, check the box next to Allow Timesheet Editing & Disable Attendance Alerts.
This disables alerts for missed shifts, and allows the employee to edit his or her timesheet on the Attendance tab.
Callout Name Description
a Base Hourly Rate Set the employee’s base hourly rate regardless of the position they work.
b Hourly Rate by Position If an employee is qualified to work multiple positions and earns different rates depending on the position they’re scheduled for, enter a value to increase or decrease their base hourly rate.

  • To pay the employee more than the base hourly rate, enter a positive number.
  • To pay the employee less than the base hourly rate, enter a negative number, such as -2.
c Max Hours/Week Enter the max number of hours an employee should work per week.
d Employee is Exempt (Time Clock & Attendance only) If the employee should not be paid overtime, check the box next to Employee is Exempt.
e Allow Timesheet Editing & Disable Clock In/Out Reminders (Time Clock & Attendance only) If the employee does not clock in for shifts, check the box next to Allow Timesheet Editing & Disable Attendance Alerts.
This disables alerts for missed shifts, and allows the employee to edit his or her timesheet on the Attendance tab.

Log/NotesWeb Employees log:notes section

If you want to add miscellaneous notes about the employee, click the Log / Notes tab. There is no character limit, so feel free to input as many notes as you’d like.

Advanced DetailsWeb Employees advanced details for employee

Web employees advanced details supervisor callout

Web employees advanced details for manager callout

Callouta
NameUse Custom Time Zone
Description

If your employee is located in a time zone different from your own, click the box next to Custom Time Zone and then select the their time zone from the drop down.

With a custom time zone set, the employee sees the shifts you schedule in your time zone translated into their custom time zone.

Calloutb
NameEmployee ID
DescriptionSet an ID the employee can use to clock in and out on a time clock terminal.

  • The ID can be up to 50 numeric characters long.
  • Employees can view their Employee ID in the Profile & Settings section of the mobile apps.
Calloutc
NameHide Employee in the Scheduler
DescriptionCheck the box if you’d like to hide the employee from the schedule.
Calloutd
NameCan View Employee Wages
Description(Supervisor level access only) Check the box to allow a supervisor to view employee wages.
Calloute
NameCan Manage Timesheets and Pay Periods
Description(Manager level access only) Check the box to allow a manager to manage pay period settings and close pay periods.
Callout Name Description
a Use Custom Time Zone

If your employee is located in a time zone different from your own, click the box next to Custom Time Zone and then select the their time zone from the drop down.

With a custom time zone set, the employee sees the shifts you schedule in your time zone translated into their custom time zone.

b Employee ID Set an ID the employee can use to clock in and out on a time clock terminal.

  • The ID can be up to 50 numeric characters long.
  • Employees can view their Employee ID in the Profile & Settings section of the mobile apps.
c Hide Employee in the Scheduler Check the box if you’d like to hide the employee from the schedule.
d Can View Employee Wages (Supervisor level access only) Check the box to allow a supervisor to view employee wages.
e Can Manage Timesheets and Pay Periods (Manager level access only) Check the box to allow a manager to manage pay period settings and close pay periods.

 

Updated on July 29, 2021

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