ShiftBID | Managing Employees

Effectively managing your employee roster is foundational to using the Shift Bidding feature. Employees can be added to Hero Schedule individually or imported in bulk using an Excel template.

Adding Employees Manually

To add employees one at a time:

1. Navigate to Menu > Employees.
2. Click the + Add Employee button.
3. Complete the required and optional fields for the employee. Here are some tips:
   • Title: Optional.
   • First Name / Last Name: Enter the employee's name.
   • Login Name: A unique identifier, typically their email or first initial and last name (e.g., dsmith). This must be unique per user.
   • Password: You can set a temporary password or leave it blank to send an invitation for the employee to set their own.
   • Email Address: Required for system notifications and login invites.
   • Badge Number / Employee Number: (Optional) Enter internal tracking numbers if applicable.
   • Begin Date: Enter their official hire date. This is used to determine seniority for bidding. Note: If a "Set Bid Order Group" (custom bid ranking) is established and used for a bid, the order in that group can override the Begin Date seniority for that specific bid.
   • Disable all notifications: Check this box if you do not want the employee to receive automated emails.
   • Permissions:
     • Log In: Set this to YES for any employee who needs access to the system.
     • Supervisor Rights: Set to YESonly for staff managing the bidding process.
       • Edit Employees / Manage Permissions: Use these toggles to grant specific administrative powers to supervisors.

Importing Employees in Bulk

For initial setup or adding many users at once, use the Excel spreadsheet template. Importing is also the most efficient way to make bulk updates to existing employees or to deactivate multiple employees at once.

The Import Process: Step-by-Step

1. Navigate to Menu > Employees and click Import.
2. Click Download Template to get the current version.
3. Fill out the template using the field guide below and return to the Import screen.
4. Click Select File to Import and choose your saved file.
5. It is recommended to check the option Create Missing Groups/Departments if your spreadsheet contains group names that don't yet exist in the system.
6. Click Test Run to check for errors.
7. If the test is successful, click Import to add or update the employees.

Updating Existing Employees

You can use the import to update any field on an existing employee's record — for example, changing a title, email address, anniversary date, or supervisor status. Simply include the updated values in your spreadsheet and re-import.

The minimum fields required on each row, whether adding or updating, are:

• First Name
• Last Name
• Email Address
• Login Name
• Anniversary Date

Import Spreadsheet Field Guide

When filling out the import template, use the following field guidelines:

Bulk Deactivation via Import

To deactivate multiple employees at once, create an import spreadsheet containing only those employees. Include the five required fields (FirstName, LastName, EmailAddress, LoginName, AnniversaryDate) and set the InactiveDate column to the appropriate date for each employee.

Employees are never permanently deleted. After deactivation they remain in the system as inactive records and can be reactivated at any time. See Reactivating an Employee below.

Deactivating an Employee

When an employee leaves, you should deactivate their account. You can do this individually through the interface, or in bulk via import (see above).

Manual Deactivation

1. Navigate to Menu > Employees and click the employee's name.
2. Click the Deactivate button in the lower-left corner.
3. Select the employee's last day of employment. This is the date the deactivation will become effective.
4. Click Preview to see the changes (removal from groups, etc.).
5. Click Deactivate again to confirm.

Reactivating an Employee

To reactivate an employee who was previously deactivated, navigate to their Employee Settings page (you will need to filter for inactive employees). Click the Reactivate button to restore their access and status.

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