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Employee Maintenance

Use the Employee Maintenance utility to add and manage employee records including contact information, associated sites, availability, and fixed schedules. Using the Employee Details editor, add time card entries for an employee and specify the associated department and pay rate.

Employee Maintenance - Overview

Things to Know

Is it possible to access employee records from multiple sites?

Yes. From the Search Options field on the Search page, select one of the following:

  • Search ALL Stores - Results include employees from all sites.

  • Search Only My Stores - Results only include employees from sites that are associated with the user.

  • Search Specific Store - Results only include employees from a specified site.

Is it possible to filter the employee search results on the Search page to only include employees with pending time off requests?

From the Time Clock field, select Pending availability changes to set the following search criteria:

  • Results include employees with all employment statuses.

  • Results only include employees from sites that are associated with the user.

  • Results only include employees with one or more Time Off requests with a Pending status.

Is it possible to associate an employee with more than one site?

Yes. From the Stores page of Employee Details, identify the stores where the employee is available to work. The Primary Store field on the Stores page identifies the store where the employee works most frequently.

Where is an employee's scheduling availability specified?

Specify an employee's availability for scheduling from the Availability page of Employee Details. For each day of the week, specify the starting and ending time of the availability period.

When creating a Fixed Schedule for an employee, is it possible to include breaks?

Yes. From the Fixed Schedules page of Employee Details, toggle Schedule Breaks to Yes to add breaks to fixed employee schedules.

Toggle Allow Shift Extension to Yes to automatically extend a shift by the duration of the break time when a break is added to the shift.

Employee Maintenance - Instructions

Step by step instructions for managing employees are provided here:

Search - Employee Maintenance

Labor Employee Maintenance Search Criteria

To search for a specific employee:

  1. In the First Name field, type the employee's first name.

  2. In the Last Name field, type the employee's last name.

  3. In the Employee ID field, type the ID number assigned to the employee.

  4. From the Employee Status field, select one or more employment statuses to filter the search results.

  5. From the Search Options field, select one of the following:

    Option

    Description

    Search ALL Stores

    Results include employees from all sites.

    Search Only "My Stores"

    Results only include employees from sites that are associated with the user.

    Search Specific Store

    Results only include employees from a specific site. From the Specific Store dropdown, select the site.

  6. From the Time Clock field, select Pending availability changes to set the following search criteria:

    • Results include employees with all employment statuses.

    • Results only include employees from sites that are associated with the user.

    • Results only include employees with one or more Time Off requests with a Pending status.

  7. Select Search. Any records that match the Search Criteria will display in the utility to the right.

Add Employee

Labor Employee Maintenance

To add an employee record:

  1. In the upper-right of the Employee Search screen, select Add Employee.

  2. Define the settings on the following pages:

    Page

    Description

    General

    General information including name and address.

    Contact Information

    Phone numbers and email address.

    Status

    Employment status.

    Stores

    Stores where the employee is available to work.

    Availability

    Availability for labor scheduling.

    Time Off

    Add full and partial day off records.

    Fixed Schedules

    Add a fixed labor schedule.

    Time Cards/Pay Rates

    Add time card entries and define the pay rate.

  3. From the upper-right of the screen, select Save.

General Settings

Labor Employee Maintenance Add Employee General

Define the following settings to add general information about the employee. Fields marked with an asterisk on the editor are required.

Employee Information

Setting

Description

Employee ID

Employee identification code/number.

Ext.Ref

ID code/number for external reference.

First Name

Employee's first name.

Middle Name

Employee's middle name.

Nickname

Employee's nickname.

Last Name

Employee's last name.

Street Address

Employee's street address - Line 1.

Street Address 2

Employee's street address - Line 2.

City

City where the employee lives.

State / Province

State / Province where the employee lives.

County

County where the employee lives.

ZIP / Postal Code

City where the employee lives.

Hire Date

Date when the employee was hired.

Next Review

Date when the next employee performance review is scheduled.

Change Time

This field is not editable.

Birth Date

Employee's date of birth.

Social Security #

Employee's Social Security Number.

Verify Social Security #

Type the employee's Social Security Number again for verification.

Ignore Labor Law

Toggle to Yes to not enforce labor laws in regards to the employee.

School District

School district where the employee is enrolled (if applicable).

To the right of the School District field, select the ellipsis to specify the effective date when a school district update takes effect.

Other

Setting

Description

Minor

Toggle to Yes if the employee is a minor.

If Emancipated Minor is toggled to Yes, the Minor toggle is disabled.

Cashier

Toggle to Yes if the employee is scheduled as a Cashier.

Emancipated Minor

Toggle to Yes if the employee is an Emancipated Minor.

"Emancipated Minor" is a legal term that identifies an individual who before attaining the age of majority is freed from control by their parents or guardians.

If Minor is toggled to Yes, the Emancipated Minor toggle is disabled.

Healthcare Qualified

Toggle to Yes if the employee qualifies for health care.

Schedule Goal Hours

Ideal number of hours to schedule the employee each week/period.

Contact Information

Labor Employee Maintenance Add Employee Contact Information

Define the following settings to add contact information for the employee.

Setting

Description

Home Number

Type the employee's home phone number.

Mobile Number

Type the employee's mobile phone number.

Other Number

Type an alternate phone number for the employee.

Email Address

Type the employee's email address.

Verify Email Address

Type the employee's email address again for confirmation.

From the upper-right of the screen, select Save.

Status Settings

Labor Employee Maintenance Add Employee Status

Define the following settings to indicate the employment status of the employee.

Setting

Description

Active

Toggle to Yes if the employee is currently employed with the company. When toggled to Yes, the other fields on the Status page are disabled.

Toggle to No if the employment status is currently inactive.

Inactive Reason

From the dropdown, select the reason for the inactive employment status.

Inactive Date

Type the date when the employment status was changed to inactive OR select the calendar icon to select the date from a popup calendar.

Comment

Type any comments about the inactive employment status.

From the upper-right of the screen, select Save.

Stores

Labor Employee Maintenance Add Employee Stores

Define the following settings to identify the stores where the employee is available to work.

Setting

Description

Primary Store

From the dropdown, select the store where the employee works most frequently.

Assign Employee

For each site listed in the Available Stores section, toggle Assign Employee to Yes if the employee is available to work at the site.

From the upper-right of the screen, select Save.

Availability Settings

Labor Employee Maintenance Add Employee Availability

To specify the employee's availability for scheduling:

  1. In the lower-left below the grid on the Availability page, select +Add Item.

  2. At the bottom of the grid, locate the new item.

  3. Define the following settings:

    Setting

    Description

    Day

    From the dropdown, select the day of the week.

    Begin Time

    From the dropdown, select the time when the availability period begins.

    End Time

    From the dropdown, select the time when the availability period ends.

  4. From the upper-right of the screen, select Save.

Leidraad

To the right of an item, select X to remove the item from the grid.

Time Off

Labor Employee Maintenance Add Employee Time Off

From the Time Off page, add the following items for the employee:

Full Days Off

To add a Time Off record for a full day:

  1. From the Time Off page, select the Full Days Off tab.

  2. In the lower-left of the tab, select +Add Item.

  3. Define the following settings:

    Setting

    Description

    Date

    In the provided field, type the Time Off date OR select the calendar icon to select the date from a popup calendar.

    Comment

    Type any comments about the Time Off record.

    Status

    From the dropdown, select the status of the Time Off record.

  4. From the upper-right of the screen, select Save.

Partial Days Off

To add a Time Off record for a partial day:

  1. From the Time Off page, select the Partial Days Off tab.

  2. In the lower-left of the tab, select +Add Item.

  3. Define the following settings:

    Setting

    Description

    Date

    In the provided field, type the Time Off date OR select the calendar icon to select the date from a popup calendar.

    Begin Time

    From the dropdown, select the time when the Time Off record begins.

    End Time

    From the dropdown, select the time when the Time Off record ends.

    Comment

    Type any comments about the Time Off record.

    Status

    From the dropdown, select the status of the Time Off record.

  4. From the upper-right of the screen, select Save.

Fixed Schedules

Labor Employee Maintenance Add Employee Fixed Schedules

To create a fixed schedule for the employee, define the following settings:

Setting

Description

Use Fixed Schedules

Toggle to Yes to create a fixed schedule.

The other settings on this page are editable when Use Fixed Schedules is toggled to Yes.

Allow Shift Extension

Toggle to Yes to automatically extend a shift by the duration of the break time when a break is added to the shift.

Schedule Breaks

Toggle to Yes to add breaks to the employee schedule.

Schedule Type

Select the type of fixed schedule to add for the employee: Weekly or Monthly/Periods.

Edit Schedules

Define a fixed labor schedule for the employee:

From the upper-right of the screen, select Save.

Add a Fixed Schedule (Weekly)

To add a fixed weekly schedule:

  1. In the lower-left of the Employee Details - Fixed Schedules page, select Edit Schedules.

  2. For each day of the week on the Fixed Schedule (Weekly) window, select a time of day for the following:

    Field

    Description

    1st Shift Begin Time

    Time when the first shift of the day starts.

    Break Time

    Time when the break starts.

    End Time

    Time when the first shift of the day ends.

    2nd Shift Begin Time

    Time when the second shift of the day starts.

    Break Time

    Time when the break starts.

    End Time

    Time when the second shift of the day ends.

    Opmerking

    • The Break Time fields are only available when Schedule Breaks is toggled Yes on the Fixed Schedules page.

    • Split shifts are not supported on a fixed schedule.

  3. In the lower-right of the Fixed Schedule (Weekly) window, select OK.

To clear the values for a day of the week:

  1. To the right of the day of the week row, select the 3-dot menu.

  2. From the popup menu, select Clear.

Add a Fixed Schedule (Monthly)

To add a fixed monthly schedule:

  1. In the lower-left of the Employee Details - Fixed Schedules page, select Edit Schedules.

  2. From the Month dropdown in the upper-right, select the month.

  3. For each day of the week, select a time of day for the following:

    Field

    Description

    1st Shift Begin Time

    Time when the first shift of the day starts.

    Break Time

    Time when the break starts.

    End Time

    Time when the first shift of the day ends.

    2nd Shift Begin Time

    Time when the second shift of the day starts.

    Break Time

    Time when the break starts.

    End Time

    Time when the second shift of the day ends.

    Opmerking

    • The Break Time fields are only available when Schedule Breaks is toggled Yes on the Fixed Schedules page.

    • Split shifts are not supported on a fixed schedule.

  4. From the lower-right, select OK.

To clear the values for a day of the week:

  1. To the right of the day of the week row, select the 3-dot menu.

  2. From the popup menu, select Clear.

Add a Fixed Schedule (Period)

To add a fixed schedule for a period:

  1. In the lower-left of the Employee Details - Fixed Schedules page, select Edit Schedules.

  2. From the Period dropdown in the upper-right, select the period.

  3. For each listed date, select a time of day for the following:

    Field

    Description

    1st Shift Begin Time

    Time when the first shift of the day starts.

    Break Time

    Time when the break starts.

    End Time

    Time when the first shift of the day ends.

    2nd Shift Begin Time

    Time when the second shift of the day starts.

    Break Time

    Time when the break starts.

    End Time

    Time when the second shift of the day ends.

    Opmerking

    • The Break Time fields are only available when Schedule Breaks is toggled Yes on the Fixed Schedules page.

    • Split shifts are not supported on a fixed schedule.

  4. From the lower-right, select OK.

To clear the values for a specific date:

  1. From the right of the date row, select the 3-dot menu.

  2. From the popup menu, select Clear.

Copy Schedule

To copy the current schedule from one period to another:

  1. In the upper-right of the Fixed Schedule (Periods) screen, select Copy.

  2. From the Copy To dropdown, select the period to update with the copied schedule.

  3. From the lower-right of the Copy Schedule window, select Copy.

Time Cards/Pay Rates

Labor Employee Maintenance Add Employee Time Cards/Pay Rates

Belangrik

To add a time card entry, the employee must be assigned to at least one site. To assign an employee to a site, see Stores.

To add a time card entry for an employee:

  1. From the lower-left of the Time Cards/Pay Rates page, select +Add Item.

  2. Define the following settings:

    Setting

    Description

    Store

    From the dropdown, select the site where the employee worked the shift.

    Department

    From the dropdown, select the department where the employee worked (if applicable).

    Time Card Number

    Type the time card number.

    Pay Rate

    Type the pay rate the employee received for the shift.

    Pay Rate Time Frame

    From the dropdown, select the applicable time frame for the selected pay rate.

    Effective Date

    In the provided field, type the business date for the shift OR select the calendar icon to select the date from a popup calendar.

    Default

    Select the default time card entry. Only one entry can be selected. The first entry is selected by default.

    History

    To view/edit the employee's pay history:

    1. From the History column, select the ellipsis to open the Historical Pay window.

    2. From the Pay Rate Time Frame dropdown, select the applicable time frame for the pay rate.

    3. In the Pay Rate field, type the pay rate the employee received for the shift.

    4. In the lower-right, select OK.

  3. From the upper-right of the screen, select Save.

Leidraad

To the right of an item, select X to remove the item from the grid.

Change Employee

Labor Employee Maintenance

To adjust an employee's record:

  1. Search for the desired employee using the techniques outlined in Search - Employee Maintenance.

  2. From the employee list, locate the employee.

  3. To the right of the employee row, select the vertical ellipsis.

  4. From the dropdown, select Change.

  5. Make the necessary changes/adjustments.

  6. From the upper-right of the screen, select Save.

Print Employee

Labor Employee Maintenance

To print an employee's record:

  1. Search for the desired employee using the techniques outlined in Search - Employee Maintenance.

  2. From the employee list, locate the employee.

  3. To the right of the employee row, select the vertical ellipsis.

  4. From the dropdown, select Print.