Adding/Editing an Employee

This article will cover how to add a new employee into the system, or how to edit the employee info for an existing employee.

How to get there:

Settings > Employees and then either click “New” at the top left of the screen, or click the pencil icon for the employee you wish to edit.

In this article:

1) Contact Info

2) Work Info

3) Employee Permission Settings

Contact Info

The first thing you need to enter for an employee is his or her contact info.  Most of the fields here are straightforward.  The ones marked with a red star are required, the others are optional.  Note that if you want your employees to be able to access SchedulePro, though, you must enter a valid email address for each employee.  Without it, SchedulePro can’t send usernames and passwords to your employees.

Work Info

Here’s a breakdown of the fields in this section:

Type – Full time, part time or casual (you can define what these terms mean in your organization on the Organization page).

Seniority – If your organization doesn’t use seniority, leave this at 0.  If it does, an easy rule of thumb is to convert the YY/MM/DD date an employee was hired into an integer – for instance, 20090811 for an employee who was hired on August 11, 2009.  This ensures that lower numbers do indeed designate higher seniority.

Primary Position – Chosen from your position codes.

Primary Location – Chosen from your location codes.

Team – Chosen from your team codes – optional.  See our article on groups vs. teams if you’re curious about what teams do.

Max work days in a row – Determines how many days this employee allowed to work in a row.  If you don’t have any rules around this, enter 0.

Max hours per week – You can define max hours per week for each employee type on the Organization page.  However, if you want to override the organization default value for this employee, enter your override here.

Hours before overtime – Similarly, you can override the max hours before overtime if you wish.

Overtime Restriction – Determines whether or not this employee is ever available for overtime.

Status – If an employee has left your organization, you can set him/her to inactive.  If you make an employee inactive, make sure that the user license end date is also expired (i.e. set to a past date).  Like with codes, you cannot usually delete employees; however, making them inactive and ensuring their user license is expired should have the desired effect.

User License Start Date – Determines on which day the employee becomes active in the system.

User License End Date – Determines on which day the employee becomes inactive in the system.  You can either leave this blank or, if known, you can enter the date on which the employee leaves your organization.

Employee Permission Settings

The final part of adding an employee is determining the employee permission settings.

Permission To View Schedule Of Group – When an employee logs into SchedulePro, s/he naturally has the ability to view his/her own schedule.  However, some people want their employees to be able to view the schedule of their group (link) as well.

Trade Request – Determines whether this employee allowed to request shift trades using SchedulePro.

Leave Request – Determines whether this employee allowed to request leave using SchedulePro.

Unavailability Request – Determines whether this employee is allowed to enter his/her own unavailability in SchedulePro.

Approval Manager – An employee’s approval manager is the user who receives that employee’s trade and leave requests.  By default, the employee has no approval manager, and without an approval manager, s/he cannot submit shift trade or leave requests (even if you give them permission).  However, by setting up schedule managers, you can assign this responsibility to one of them.

Now hit “Save”.  If you entered all the required fields, you’ll be taken back to the top of the Edit Employee page and shown the following confirmation message:

If you wish, you can now move on to adding shift patterns, unavailability, secondary positions/locations, and skills.


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