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Adding Employees

Adding employees to your system is the first step in tracking their time and managing their schedules. Each employee needs a profile with essential information.

Creating New Employee Profiles​

  1. Navigate to Employees Page

    • Go to Dashboard → Employees
    • Or click "Employees" in the navigation menu

  2. Click "Add Employee"

    • Look for the "Add Employee" or "+ Add Employee" button
    • Usually located at the top of the employees list
    • Opens the employee creation form

  3. Fill in Required Employee Information

    Personal Information:

    • First Name (Required): Employee's first name
    • Last Name (Required): Employee's last name
    • PIN (Required): 4-digit PIN for kiosk check-in/check-out
      • Must be unique within your organization
      • Employees will use this to clock in and out
      • You can generate a random PIN or create one manually
      • Make sure employees know their PIN

    Employment Details:

    • Employment Type (Required): Select from your configured employment types
      • Full-time, Hourly, or Daily
      • Determines how payroll is calculated
    • Department (Optional): Assign employee to a department
      • Helps organize employees
      • Can be changed later
    • Status (Required): Active or Inactive
      • Active employees can check in/out
      • Inactive employees cannot use the kiosk

    Compensation Information:

    • Salary (For Full-time): Annual or monthly salary
    • Hourly Wage (For Hourly): Rate per hour
    • Daily Wage (For Daily): Fixed rate per day
    • Paid Vacation Days (Optional): Number of paid vacation days per year
      • Can use organization default if configured

  4. Save the Employee

    • Click "Save" or "Create Employee"
    • The employee is added to your system
    • You'll see a confirmation message

Required Employee Information​

Essential Fields:

  • First Name
  • Last Name
  • PIN (4 digits, unique)
  • Employment Type
  • Status (Active/Inactive)

Optional but Recommended:

  • Department assignment
  • Salary/Wage information
  • Paid vacation days

PIN Requirements:

  • Must be exactly 4 digits
  • Must be unique within your organization
  • Cannot be changed easily (for security)
  • Employees need to know their PIN

For complete information about PINs, including requirements, best practices, security, and troubleshooting, see Understanding PINs.

Assigning Departments​

Why Assign Departments:

  • Organizes employees by work area
  • Helps with scheduling and filtering
  • Enables department-specific reports
  • Makes employee management easier

How to Assign:

  • Select a department from the dropdown
  • You can leave it unassigned if needed
  • Can be changed later
  • Employees can be moved between departments

Department Options:

  • Select from your configured departments
  • Or leave as "No Department"
  • Can filter employees by department later

Setting Employment Types​

Employment Type Options:

  • Full-time: Salary-based employees
  • Hourly: Paid by the hour
  • Daily: Fixed daily rate

Why It Matters:

  • Determines payroll calculations
  • Affects overtime calculations
  • Used in cost tracking
  • Important for accurate reporting

Selecting Employment Type:

  • Choose from your configured employment types
  • Each type has different pay structures
  • Can be changed later if employment status changes

Adding Salary Information​

For Full-time Employees:

  • Enter annual or monthly salary
  • Used to calculate hourly rates
  • Important for payroll calculations

For Hourly Employees:

  • Enter hourly wage rate
  • Used directly for payroll
  • Can be updated as wages change

For Daily Employees:

  • Enter fixed daily rate
  • Used for daily payroll calculations
  • Consistent regardless of hours worked

When to Add:

  • Can be added when creating employee
  • Or added later in employee profile
  • Required for accurate payroll calculations

Next: Managing Employee Profiles