Skip to main content

Employee Onboarding Workflow

Step-by-Step New Employee Setup​

  1. Create the employee: Employees → Add.
  2. Enter first name, last name, department, employment type, and pay (salary, hourly, or daily as applicable).
  3. Generate or enter a PIN (4 digits). Ensure it's unique and secure; the employee will use it at the time clock.
  4. Set paid vacation days if you use them. Save.
  5. Assign the employee to shifts for their first days/weeks (see below).

PIN Assignment​

  • Use Generate PIN in the employee form, or type a 4‑digit PIN. The app checks uniqueness within the organization.
  • Share the PIN securely with the new employee. They'll need it to check in and check out at the time clock.
  • For complete PIN information, see Understanding PINs.

Training Employees on the Time Clock​

  1. Show the time clock URL or device and how to authorize it (e.g. 8‑digit code) if your setup uses device auth.
  2. Explain check-in: enter PIN → confirm location (when prompted) → Check in.
  3. Explain check-out: enter PIN → Check out.
  4. Show the time off section: how to request time off (type, dates, notes) and view their history.
  5. Remind them to check out at end of shift. See Kiosk System and For Employees: Using the Time Clock.

First Shift Scheduling​

  • Open Shifts, select the relevant month/week, and assign shifts to the new employee (click cell → choose template or custom → save).
  • Use today's or upcoming dates so they appear on Today's Schedule and can check in when expected.
  • Confirm time off and department so the schedule aligns with your planning.

Next: Scheduling Workflow