Adding and Managing Employees

Managing your roster in Hero Schedule can be done manually for individual updates or via bulk import for large groups.

Manually Adding an Employee

1. Go to Menu > Organization Setup > Employees.
2. Click Add Employee.
3. Basic Details: Fill in the Name, Title, Login Name, and Email Address.
4. Password & Invitation: You can set a manual password or check "Send Invitation To Set Password" to let the employee set their own via email.
5. Notifications: Check "Disable all notifications" if you wish to stop all automated system emails for this user.
6. Department: Select All. Note: This is often required for the profile to save or import correctly.
7. Seniority & Payroll: Enter the Begin Date (critical for seniority lists) and Overtime Election (determines if extra hours default to Overtime or Comp Time).
8. Groupings: While you can assign Holiday Rules, Open Shift Pools, and Sort Orders here, it is often easier to organize these via Menu > Organization Setup > Groups.

Permission Reference Guide

Recommended Permission Levels

While permissions can be set individually, we recommend the following "packages" for consistency:

1. General Employee

• Log In: Yes
• Can Make Changes: Yes
• View Time Card: Self
• Initiate Shift Trades: Self

2. Lower-Level Supervisor (Line Supervisor)

• Log In: Yes
• Supervisor Rights: Yes
• Withdraw Approved Time Off: All (or specific Group)
• Can Make Changes: Yes
  
• Initiate Shift Trades: All (or specific Group)
• View Time Cards: All (or specific Group)
• Broadcast Messages: Yes

3. Upper Management

• All of Lower-Level plus:
• View Pay Period Reports: Yes
• Edit All Employees / Manage Permissions: Yes
• View All Broadcast Messages (Archive): Yes
• View All Time Cards: Yes

4. Payroll Administrator

• Supervisor Rights: Yes
• Close Pay Periods: Yes

Bulk Importing Employees

Hero Schedule allows you to quickly build your roster by importing an Excel spreadsheet. This is the most efficient way to set up your organization during a trial or when adding a large group of new hires.

The Import Process: Step-by-Step

1. Go to Menu > Organization Setup > Employees.
2. Click the Import button at the top of the page.
3. Click Download Template. This ensures you are using the correct column headers.
4. Fill out the spreadsheet using the Field Guide below.
5. Once your file is ready, click Select File to Import and choose your saved Excel file.
6. Crucial Step: Check the box for "Create Missing Groups/Departments". This allows the system to automatically build your shifts and units based on the names in your file.
7. Click Test Run. The system will verify the data. If no errors are found, click Import.

Import Spreadsheet Field Guide

Ensure every column header in your spreadsheet exactly matches the template. Below are the specific requirements for each field:

Recommended "General Employee" Import Settings

For a standard staff member with no administrative duties, use these values in your spreadsheet:

• IsSupervisor: FALSE
• CanMakeChanges: TRUE
• EnableTimeClock: TRUE (if using the time clock)
• ViewTimeCard: Self
• CanLogIn: TRUE