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 | — | Assigned automatically as a sequential number. Shown read-only; you can't type your own. |
| First Name | Yes | |
| Last Name | Yes | |
| Yes | Used for login and notifications | |
| Phone | No | Contact number |
| Locations | Yes | Tick at least one location the employee works at. The first ticked location (in list order) becomes the primary location. You only see locations you have access to; if there is just one, it is ticked for you. |
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 system | Yes | Regular, Equalization, or Annual |
| Period length | Yes | 2 weeks or 3 weeks |
| Pay Group | No | Links to a wage table for automatic rate resolution |
| Payroll company | No | The company that pays all of this employee's wages. Leave empty to have pay filed under each worked location's company (the usual case). See Payroll Company. |
| Prior experience (months) | No | Sector experience at hire. Used with wage tables to determine the hourly rate. |
| Hourly Rate (€) | No | Auto-calculated from the wage table, or set manually with Override rate manually |
| Monthly Salary (€) | No | For monthly-paid employees |
| Contract hours per N weeks | No | Agreed working hours for the whole period (e.g. 112.5 h for 37.5 h/week on a 3-week period) |
| Union Dues (%) | No | Percentage deducted for union membership |
| Role | Yes | The app role for the employee's login (default: Employee). You can pick roles up to your own level. |
| Full Time | No | Whether the employee is full-time |
| Alcohol License | No | Whether the employee holds an alcohol license |
| Default Availability | No | Available (default) or Unavailable — set to Unavailable for zero-hour/seasonal workers who mark when they can work |
Wage Table Integration
If a wage table exists for the selected Pay Group, the hourly rate is automatically calculated from the employee's Prior experience (months). Tick Override rate manually to set a different rate.
Importing via CSV
For bulk employee creation, use the CSV import feature (Company Admin only):
- Navigate to Employees and click Import CSV.
- Click Download CSV template (provides all column headers).
- Fill in the CSV with employee data — the same fields as the manual form. Every row needs at least one location in the
locationscolumn. Leave out employee numbers; they are assigned automatically. - Click Select CSV file, choose your file, and click Upload.
The import will report:
- Created — number of employees successfully added (each gets the next free employee number and an invitation email)
- Skipped — rows whose email already belongs to an existing employee
- Errors — rows with validation issues, with details per row
See CSV Import for the full column reference.
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 (⋮).
:::tip Accounting and office staff People who need a login but are not employees — such as an accountant — don't need an employee record. Use Invite user on the Employees page instead. See User Roles & Access. :::
Locations
Every employee must have at least one location — you pick it when creating the employee (or in the CSV locations column). This is what makes the employee appear in rosters for that location and visible to its Supervisors and Managers.
To add more locations later or change the department:
- Open the employee's detail page.
- In the Assignments card, click Add Assignment.
- Select a Location (and optionally a department), and tick Primary for their main location.
To change the primary location, click Set as primary on another assignment. An employee's last location can't be removed — add the new one first, then remove the old one. Supervisors and Managers need assignments too — they only see the locations they are assigned to.
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.