Adding and Editing Employees

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Applies to , ,

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 iPhone/iPad or Android phone.

Things to know before you begin

Add an employee

  1. Go to the Employees page.
  2. In the top-right corner of the screen, click Add Employee.
    The Add Employee window appears.
  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 menu on the right side of the window.
    4. Set the positions the employee is qualified to work using the What Position(s) Does This Person Work menu.
  4. (Optional) If your account has multiple schedules, use the Schedules tab to assign the employee the schedules where they’ll work. For more information, see Schedules.
  5. (Optional) If you use the Labor Budget on the Scheduler (or you use Attendance), add the emloyee’s wage information on the Payroll / Wage tab. For more information, see Payroll/Wage.
  6. (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 more payroll access
  7. 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

  1. Go to the Employees page.
  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

Callouta
NameFirst Name
DescriptionEdit the employee’s first name.
Calloutb
NameLast Name
DescriptionEdit the employee’s last name
Calloutc
NameEmail
Description

Displays the email address the employee has registered.

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

Calloutd
NameMobile Number
DescriptionEdit the employee’s mobile number.
Calloute
NameProfile photo
DescriptionClick Pencil button in the top-left corner of the to add or update the employee’s profile photo.
Calloutf
NameRole/Access Level
DescriptionClick Down icon to change the employee’s access privileges.
Calloutg
NameWhat Position(s) Does This Person Work?
DescriptionUse the menu to select which positions the employee is qualified to work.
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 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.

Schedules

If you have multiple schedules set up, use the Schedules tab to tag the employee to the schedules where they will be working.

Caution

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

Payroll/Wage

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 for payroll, set up payroll information on the Payroll / Wage 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/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

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 Wages
Description(Supervisor level access only) Check the box to allow a supervisor to view employee wages.
Calloute
NameCan Manage Payroll
Description(Manager level access only) Check the box to allow a manager to manage payroll 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 Wages (Supervisor level access only) Check the box to allow a supervisor to view employee wages.
e Can Manage Payroll (Manager level access only) Check the box to allow a manager to manage payroll settings and close pay periods.

 

Updated on April 22, 2019

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