How to Add a New Employee: Complete Steps

Add a new employee in a few easy steps!

1. Add Employee Information
2. Set up Accrual Account Schedule Assignments
3. Add to Groups
4. Open Shift Shift Pool Assignments
5. Add to the Schedule Pattern

Step 1. Add Employee Information

Go to Menu > Organization Setup > Employees

Click on + Add Employee

Complete the Fields. Here are a few tips:

• Login Name: Ideally their email address, or first initial and last name (e.g., dsmith).
• Password: You can create a temporary password. The employee can change it later.
• Department: Usually "All"
• Begin Date: Their hire date
• Salary per Hour: This can be left blank
• Overtime Election: Choose "Overtime" or "Comp Time" (or other options if applicable). 

Permissions. 

Typically, for a regular (non-supervisor) employee you would select "Log In", "Can Make Changes", and "View Time Cards: Self".

Step 2. Set up Accrual Account Schedule Assignments

In order to enable any of the accrual accounts for a new employee, you'll need to add them to the 'accrual schedules'.

• Go to Menu > Organization Setup > Accrual Accounts
• Click the calendar/clock icon next to the relevant accrual account.

• Click Set up Employees with this Account

• Set the effective date

• Find the new employee and assign them to the "All" schedule (in this example)

Step 3. Add to Groups

At this point, the employee is in the system, but they haven't been assigned to a group.

• Go to Menu > Organization Setup > Groups & Departments
• Select Schedule View Grouping from the dropdown menu.
• Set the "Group Assignments As Of" date.
• Click Load

• Using the icon, drag the employee to the correct Group, click Save Changes.

Groups: Holiday Rules

Note: If you have a Holiday Rules group setup, this will also need to be completed.

Refer to the full article Setting up Holidays for more information 

• Select Holiday Rules in the dropdown list on the upper left corner
• Drag the employee to the correct rule
• Click Save Changes

Step 4. Open Shift Shift Pool Assignments

• Go to Menu > Organization Setup > Open Shift Pools
• Locate the desired pool(s) and click the pencil icon to edit.
• Under Employees, check the box next to the employee's name.
• Click Save

Step 5. Add to the Schedule Pattern

To add the employee to the schedule pattern, please refer to the article: Setting up Schedules