Note: General tip if integrating into a payroll system.
When you create the users/employees in the cloud software, you should follow the same naming convention you see in your payroll software. e.g. John Smith - First letter upper case and the rest lower case
To add employees in the software do the following:
- Click
on the Users tab,
then click on the General tab.
- Click
on the Create
User button located on the right of the screen.
- Enter
the employee's information as described:
General
- First Name, Middle Initial, Last
Name: The employee's name Required Field
- ID Number: 1-8
digit employee ID number, this ID number is also used as the employee ID on the
time clocks. Required Field
Personal Identification: Additional ID/Identification for your employee, useful
for Alphanumeric employee ID's. Optional Field - Company Location: This
is the company location the employee belongs to. Required
Field
- Department: The
department the employee belongs to. Required Field
- Position: The
position the employee works within the company (example: Accountant, Sales,
Customer Service).
- Employee Type: Select
if the employee is a Regular, Contracted, Seasonal, or Temporary
employee. Required Field
- Contractor: If
the employee is a Contracted employee, you can select what contractor they
would belong to.
Pay Information
- Salary Type: Select if the employee is paid hourly or by salary.
- Pay Rate: Enter the hourly pay rate or yearly salary rate
- Daily Weekly Hours: If the employee is Salary,
selecting Fill All
Days will equalize the amount of hours worked along the
full work week by entering the amount of hours on each weekday. Fluctuating Work Week is
a method for paying overtime for employees whose work weeks vary. For more
information with this method contact the system administrator.
Apply Holidays: This
function works along side the PTO module, Allowing any previously set company
holidays to apply to a new hire.
- Select if the employee uses Time cards, Time sheets or Construction.
Time cards is
used for employees who clock IN/OUT via the time clock, mobile app or computer.
Timesheets is
does not require the user to clock IN/OUT, but instead would allow the user to
enter the hours worked per shift manually. (Will work
in conjunction with Projects & Jobs)**
Construction is used for
Foreman/Supervisors who would take employee punches and allocate time properly
(Per Project & Job). [Schedules/Job Tracking Modules Required]
- Pay Class: This is a set of rules governing how an employee gets paid.
- Pay Period Frequency: Select the pay period method for the employee. Company Default
is the pay period frequency set for the company.
- Hired Date: Enter the date when
the employee was hired.
Access Level
(optional)
- Email: Enter the
email address of the employee.
- Select Yes or No to allow employees access to the Employee
Portal. By
clicking Allow to
manage time cards the employee will be able to
edit their own time cards, if not checked the employee will only be able to to
view the time cards.
- Username: Enter the
username used to login.
- Password: Enter the
password used to login. Auto Generate Password is a password generated by our
system, Enter Password Manually allows the password to be entered manually.
- Click Create, and
the new employee will display on the list of employees.
NOTE: There is more relevant information that can be
added to each employee profile such as address, telephone number, mobile, email,
emergency contact, etc. This information can be added by clicking on Users, then clicking on the Personal tab.
An email address will be required on
the employee profile if the employee has access to the Employee Portal or requires Administrative Privileges.
To assign an employee administrative privileges you must assign Access Level to the User.
Easy Clocking Support Team Contact Details
Contact our Support Team on 1300 693 610
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