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 a template.

Adding Employees Manually

To add employees one at a time:

1. Navigate to Menu > Employees.
2. Click on the + Add Employee button.
3. Complete the required and optional fields for the employee. Here are some tips:
   • First Name: Enter the employee's first name.
   • Last Name: Enter the employee's last name.
   • Login Name: This should be a unique identifier. Common formats include their email address or first initial followed by their last name (e.g., dsmith).
   • Password: You can set a temporary password. The employee will have the option to change this later.
   • Email address: Enter the employee's primary email address. This is crucial for notifications.
   • Badge Number: (Optional) Enter their badge number if applicable.
   • Employee Number: (Optional) Enter their employee number if applicable.
   • Begin Date: Enter their official hire date. This date is primarily used to determine seniority in the default bidding settings. 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.
   • Salary per Hour: This field can be left blank as it's typically not used for shift bidding functions.
   • Permissions:
     • Log In: Set this to Yes for any employee you wish to have access to the system. Set to No to disable their access.
     • Supervisor Rights: Set this to Yes only for supervisors or administrators who should have access to managing and setting up the bidding process.

Importing Employees in Bulk

Hero Schedule allows you to import multiple employees at once using an Excel spreadsheet template. This is highly recommended for initial setup or when adding many users.

1. Navigate to Menu > Employees.
2. Click on the Import button.
3. Click Download Template to get the latest version of the import spreadsheet.
4. Open the downloaded template and fill it out with your employee information (see "Import Employee Spreadsheet Fields" below for details).
5. Once your template is complete, return to the Import screen in Hero Schedule:
   • Click on Select File to Import and choose the Excel file you just edited.
   • It's recommended to check the option Create Missing Groups/Departments if your spreadsheet contains group or department names that don't yet exist in the system.
   • Click on Test Run to validate the file for errors without actually importing the data.
   • If the test run shows no errors, click Import to add the employees to the system.

Testing Tip: If you're testing the import process or the system setup and don't want employees to receive notifications yet, you can temporarily put your own email address in the EmailAddress field for all employees in the import file. Once you're ready for employees to receive notifications, you can update their profiles with their correct email addresses.

Import Employee Spreadsheet Fields:

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

• Title: (Optional) Supervisor, Team Lead, etc.
• FirstName: Employee's first name.
• LastName: Employee's last name.
• Password: (Optional) You can pre-set a password, or leave it blank for employees to set up via invitation/first login.
• EmailAddress: Employee’s email address. (See testing tip above if needed).
• EmployeeNumber: (Optional) Employee's unique identification number.
• BadgeNumber: (Optional) Employee's badge number.
• LoginName: A unique login name, typically their email address or a format like "jdoe".
• Cell: (Optional) leave blank for initial import; employees will add this themselves
• IsSupervisor: Usually set to FALSE. Set to TRUE only if this employee is a supervisor who will manage the bidding process or other administrative functions.
• AnniversaryDate: Set this to the employee's date of hire. This is synonymous with the "Begin Date" and is used for seniority calculations.
• Group: (Optional) Assign the employee to a predefined group (e.g., "Team A," "Team B"). If the "Create Missing Groups" option is used during import, new groups listed here will be created.
• Department: leave blank
• CanMakeChanges: Typically set to TRUE for all employees.
• EnableTimeClock: leave blank
• ViewTimeCard: leave blank

Deactivating an Employee

When an employee leaves, you should deactivate their account:

1. Navigate to Menu > Employees.
2. Find the employee in the list and click on their name to open their settings.
3. In the lower-left corner of the employee settings view, click the Deactivate button.
4. Select the employee's last day of employment. This is the date their deactivation will become effective.
5. Click the Preview button.
6. Carefully review the list of changes that will occur upon deactivation. This will include removal from groups, and changes to their login permissions.
7. If all the outlined changes are correct, click the Deactivate button again to confirm.

Important Note on Reactivation: 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.