Adding and Managing Employees

Manually Adding an Employee

1. Go to Menu > Organization Setup > Employees
2. Click on Add Employee
3. Enter
   1. First Name
   2. Last Name
   3. Title (position, rank, etc.)
   4. Login Name (typically first initial and last name like jsmith). Although the employee’s email address is a good login name.
   5. Password (create a strong password for each user. They can change it later)
   6. Department (select All)
   7. Email Address
   8. Badge Number
   9. Employee Number
   10. Begin Date (this is used for seniority lists and accrual account schedule)
   11. Salary per hours (optional, but this is used for Overtime Reports if you wish to add that here)
   12. Overtime Election (typically Overtime or Comp Time. This is the Default Overtime account used for Overtime unless another option is allowed)
   13. 
   14. Set Permissions:
       1. Log In [default Yes]
       2. Supervisor Rights 
          1. This allows:
             1. Access any admin page functionality except closing a pay period
             2. Make shift changes, edits, and submit requests for any employee
             3. Edit any notes
             4. Request multiple employees’ time cards in a batch
       3. Close Pay Periods
          1. This should only be checked for administrative staff who are allowed to close a pay period. A pay period cannot easily be un-closed, so be selective on who is permitted to do this.
       4. Can Make Changes[default Yes]
          1. Indicates whether an employee can request overtime, request time off, initiate or respond to shift trades, or edit notes for him or herself.
       5. Change Own Shift
          1. Indicates whether an employee can directly edit his or her own shift.
       6. Request for Others
          1. Allows employees to put in a Time Off or Overtime request for another employee. This option is useful for a dispatcher to be able to put in a time off request if an employee calls in sick.
       7. Withdraw Approve Time Off Requests
       8. View Time Cards
          1. Select from:
             1. Self
             2. All
             3. Member Group (your own group)
             4. A Shift
             5. etc.
       9. Time Clock
          1. When checked, this employee will have punch-in/punch-out controls on the main schedule view.
       10. Broadcast Messages
           1. When checked, this employee will have access to the screen that can send emails and/or texts to many employees at once. 
       11. View All Broadcast Messages
           1. A user can always see message they've sent. When this is checked then messages sent by other users will also be visible in the Broadcast Message Archive screen.
       12. Default permissions for most employees are: Log In, Make Changes, Time Card: Self
       13. 
   15. Click Save
4. Continue to add all employees

Import Employees

Hero Schedule allows you to bulk import employees using an Excel spreadsheet.

1. Go to Menu > Organization Setup > Employees
2. Click on Import
3. Click Download Template
4. Fill out the template
5. 
6. Click in Select File to Import, import the file you edited
7. Click on Create Missing Groups/Departments
8. Click on Test Run
9. 
10. If no error, then click Import

Note: if you would like to test out Hero Schedule without the system notifying all the employees, you can add your email address to each employee. Then when you are ready, you can change those over.

Import Employee Spreadsheet Fields:

Title: Officer

FirstName: John

LastName: Doe

Password: [optional]

EmailAddress: john.doe@my.agency.gov [can set to your own until you are completed with testing]

EmployeeNumber: [optional]

BadgeNumber: [optional]

LoginName: either the email address, or usually first initial, last name like “jdoe”

Cell: [optional]

IsSupervisor: TRUE or FALSE

AnniversaryDate: Set this to the date of hire. Also, click on the column for this field and set to Plain Text to avoid importing errors due to formatting.

Group: Set this to the group the employee is a part of, such as A Shift, B Shift, etc.

Department: [leave blank]

CanMakeChanges: TRUE (all employees should be set to TRUE, other view only users would be set to FALSE)

EnableTimeClock: TRUE or FALSE

ViewTimeCard: All, Self,