Adding Employees
Creating an Employee Manually
Navigate to Employees and click New Employee. The form has two sections:
Personal Information
| Field | Required | Description |
|---|---|---|
| Employee Number | Yes | Unique identifier (e.g., company employee ID) |
| First Name | Yes | |
| Last Name | Yes | |
| Yes | Used for login and notifications | |
| Phone | No | Contact number |
Employment Details
| Field | Required | Description |
|---|---|---|
| Start Date | Yes | Employment start date |
| End Date | No | For fixed-term contracts |
| Employment Type | Yes | Permanent or Fixed Term (default: Permanent) |
| Pay Type | Yes | Hourly or Monthly (default: Hourly) |
| Working Time Model | Yes | Two-week, Three-week, Equalization, or Annual (default: Three-week) |
| Pay Group | No | Links to a wage table for automatic rate resolution |
| Experience (months) | No | Used with wage tables to determine hourly rate |
| Base Hourly Rate | No | Auto-calculated from wage table, or set manually with Override |
| Monthly Salary | No | For monthly-paid employees |
| Contract Weekly Hours | No | Agreed weekly working hours |
| Union Dues % | No | Percentage deducted for union membership |
| Full Time | No | Whether the employee is full-time |
| Default Availability | No | Available (default) or Unavailable — set to Unavailable for zero-hour/seasonal workers who mark when they can work |
| Supervisor | No | Grants supervisor-level access |
| Alcohol License | No | Required for certain roles |
Wage Table Integration
If a wage table exists for the selected Pay Group, the hourly rate is automatically calculated based on the employee's Experience (months). Check the Override box to manually set a different rate.
Importing via CSV
For bulk employee creation, use the CSV import feature:
- Navigate to Employees
- Download the import template (provides all column headers)
- Fill in the CSV with employee data — the same fields as the manual form
- Upload the completed CSV file
The import will report:
- Created — number of employees successfully added
- Skipped — rows that matched existing employees
- Errors — rows with validation issues, with details per row
Automatic Invitation
When you create an employee, an invitation email is automatically sent to their email address. The employee can click the link to set their password and start using the app. You can check the invitation status in the Access column on the employees list.
If the invitation expires (after 7 days), use Resend Invitation from the employee's actions menu (⋮).
Assigning to Locations
After creating an employee, assign them to one or more locations:
- Open the employee's detail page
- Go to the assignments section
- Select a Location to assign the employee
- The employee will now appear in rosters for that location
Setting a Kiosk PIN
If the employee will clock in via a kiosk, set a PIN now. On the employee detail page, find the Kiosk PIN section and click Set PIN — the server generates a 4-digit PIN and shows it once in a dialog. Relay it to the employee then; it can't be shown again. If it's ever lost, use Regenerate PIN from the same section. See Managing Employees for the full flow.