Add and Edit Users

From your

Applies to , ,

Overview

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

You can also edit a user’s information from your iOS device or Android device.

add users page

Considerations

Add a user

  1. Hover over , then select Users.

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

Edit a user

  1. Hover over , then select Users.

  2. Click on the name of the user you’d like to edit.
    The Edit User window appears.
  3. Make the necessary changes.
  4. When you’re finished, click Save User.

User details reference

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

User Details

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

Displays the email address the user has registered.

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

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

Displays the email address the user has registered.

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

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

Assignments

a
Schedules

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

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

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

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

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

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

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 worked hours, set up pay rate information on the Hourly Rates tab.

Callouta
NameBase Hourly Rate
DescriptionSet the user’s base hourly rate regardless of the position they work.
Calloutb
NameHourly Rate by Position
DescriptionIf a user 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 user more than the base hourly rate, enter a positive number.
  • To pay the user less than the base hourly rate, enter a negative number, such as -2.
Calloutc
NameMax Hours/Week
DescriptionEnter the max number of hours a user should work per week.
Calloutd
NameEmployee is Exempt
Description(Time Clock & Attendance only) If the user should not be paid overtime, check the box next to User is Exempt.
Calloute
NameAllow Timesheet Editing & Disable Clock In/Out Reminders
Description(Time Clock & Attendance only) If the user 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 user to edit their timesheet.
Callout Name Description
a Base Hourly Rate Set the user’s base hourly rate regardless of the position they work.
b Hourly Rate by Position If a user 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 user more than the base hourly rate, enter a positive number.
  • To pay the user less than the base hourly rate, enter a negative number, such as -2.
c Max Hours/Week Enter the max number of hours a user should work per week.
d Employee is Exempt (Time Clock & Attendance only) If the user should not be paid overtime, check the box next to User is Exempt.
e Allow Timesheet Editing & Disable Clock In/Out Reminders (Time Clock & Attendance only) If the user 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 user to edit their timesheet.

Log/Notes

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

Advanced Details

Callouta
NameUse Custom Time Zone
Description

If your user 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 user sees the shifts you schedule in your time zone translated into their custom time zone.

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

  • The ID can be up to 50 alphanumeric characters long.
  • Users can view their Employee ID in the Profile & Settings section of the mobile apps.
Calloutc
NameHide in the Scheduler
DescriptionCheck the box if you’d like to hide the user 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 user 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 user sees the shifts you schedule in your time zone translated into their custom time zone.

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

  • The ID can be up to 50 alphanumeric characters long.
  • Users can view their Employee ID in the Profile & Settings section of the mobile apps.
c Hide in the Scheduler Check the box if you’d like to hide the user 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.

Search user list

Use the left sidebar to search for specific users.

  1. Click the search bar.
  2. Type the name of the user you want to find. The list is filtered to your search criteria automatically.search users callout

Filter user list

Use the left sidebar to filter users based on roles, positions, tags, and schedules.

  1. Click next to roles, positions, tags, or schedules.
  2. Click the next to the specific entity to deselect it.filter users
Updated on February 6, 2023

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