Overview
Add your 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
- Supervisors can edit employees’ profiles who are assigned to their same schedules.
- If you set up time clock terminals on iPads, make sure your employees are assigned employee IDs. Employees can view their employee ID on their mobile app.
- If you need to add multiple employees, you can speed up the process by importing employees from a spreadsheet.
- If you would like to add a previously archived employee, check out Reactivating Archived Employees.
Add an employee
Hover over , then select Employees.
- In the top-right corner of the screen, click Add Employee.
The Add Employee window appears. - Add the employee’s contact information:
- First Name and Last Name are required.
- If you want to invite the employee now, add their Email Address, Mobile Number, or both.
- Set the employee’s access level using the Role menu.
- Set the positions the employee is qualified to work using the What Position(s) Does This Person Work? menu.
- (Optional) If your account has multiple schedules, use the Schedules tab to assign the employee the schedules where they’ll work.
- (Optional) If you use the Labor Budget on the Scheduler (or you use Time Clock & Attendance), add the emloyee’s wage information on the Hourly Rates tab.
- (Optional) Use the Advanced Details tab to set extra info. You might want to do so if:
- You use Time Clock & Attendance and need to set an Employee ID
- You want the employee hidden from the schedule
- You want to give a supervisor or manager additional access
- Add the employee:
- If you added an email address or a mobile number, click Add & Invite Employee. The employee is immediately sent a notification asking them to register.
- If you didn’t enter an email address or mobile number, click Add Employee instead.
Edit an employee
Hover over , then select Employees.
- Click on the name of the employee you’d like to edit.
The Edit Employee window appears. - Make the necessary changes. For more information on editing an employee’s information, see Employee details reference.
- 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
Callout | a |
Name | First Name |
Description | Edit the employee’s first name. |
Callout | b |
Name | Last Name |
Description | Edit the employee’s last name |
Callout | c |
Name | |
Description |
Displays the email address the employee has registered. Only the employee can edit their email address once they’ve registered their profile. |
Callout | d |
Name | Mobile Number |
Description | Edit the employee’s mobile number. |
Callout | e |
Name | Profile Photo |
Description | Click Pencil button in the top-left corner of the to add or update the employee’s profile photo. |
Callout | f |
Name | Role/Access Level |
Description | Click Down icon to change the employee’s access privileges. |
Callout | g |
Name | What Position(s) Does This Person Work? |
Description | Use the menu to select which positions the employee is qualified to work. |
Callout | h |
Name | Archive Employee |
Description | 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 |
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 in the top-left corner of the to add or update the employee’s profile photo. |
f | Role/Access Level | Click Down icon to change the employee’s access privileges. |
g | What Position(s) Does This Person Work? | Use the menu to select which positions the employee is qualified to work. |
h | Archive Employee | Click to deactivate the employee profile and remove the employee from the schedule. See Archive an Employee. |
Schedules
If you have multiple schedules set up, use the Schedules tab to assign the employee to the schedules where they will be working.
Hourly Rates
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.
Callout | a |
Name | Base Hourly Rate |
Description | Set the employee’s base hourly rate regardless of the position they work. |
Callout | b |
Name | Hourly Rate by Position |
Description | 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.
|
Callout | c |
Name | Max Hours/Week |
Description | Enter the max number of hours an employee should work per week. |
Callout | d |
Name | Employee is Exempt |
Description | (Time Clock & Attendance only) If the employee should not be paid overtime, check the box next to Employee is Exempt. |
Callout | e |
Name | Allow 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.
|
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/Notes
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 Details
Callout | a |
Name | Use 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. |
Callout | b |
Name | Employee ID |
Description | Set an ID the employee can use to clock in and out on a time clock terminal.
|
Callout | c |
Name | Hide Employee in the Scheduler |
Description | Check the box if you’d like to hide the employee from the schedule. |
Callout | d |
Name | Can View Wages |
Description | (Supervisor level access only) Check the box to allow a supervisor to view employee wages. |
Callout | e |
Name | Can 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.
|
c | Hide Employee in the Scheduler | Check the box if you’d like to hide the employee from the schedule. |
d | Can View 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. |