People: employees, departments & positions

Employees

HR → Employees lists everyone on the team. Staff sign-ins are added here automatically (see HR overview).

• Search by name, email or phone; filter by Department and Position.
• Show terminated includes people who have left.
• Each row shows contact details, positions, access level, pay (with HR Payroll) and status: Active, Onboarding, On leave or Terminated.
• Export CSV downloads the list as shown.

Add an employee

1. Add employee — first and last name, email, phone.
2. Pick a Position and Department, the Payroll classification (W-2 employee or 1099 contractor), the Employment type (Full-time, Part-time, Seasonal, Temporary, Intern) and the Hire date.
3. Choose the Pay type — Hourly (hourly rate) or Salary (annual salary).
4. Optional: tick Give them a sign-in and choose the Sign-in role. They get an email to set a password, then can see their schedule, clock in and request time off.
5. Add employee.

The employee profile

Click a name to open the profile. The top of the profile has:

• Photo — click the picture to change it.
• Give sign-in — for someone without one; an invitation to set a password is emailed to them.
• Set kiosk PIN / Change kiosk PIN — 4 to 8 digits. They pick their name on the kiosk and type this PIN to clock in or out (the kiosk).
• Put on leave / Return from leave, Terminate, Rehire (below).
• Delete — only for mistakes: it appears only for someone without a sign-in, and is refused if they already have work history. Terminate people who have actually worked here.

Tabs

Tab	What's on it
Job & pay	Positions & rates (primary position, base rate, a different rate per position), Employment (department, Reports to, access level, payroll classification, employment type, Payroll ID, Hire date, Max hours / week), Base pay (with HR Payroll) — a change asks for an Effective from date and a Reason for the change and is kept in Pay history — SSN (last 4) (only the last four digits are stored), and the Scheduling & notifications switches
Personal	Preferred and legal name, contact information, date of birth, home address, emergency contact
Time off	Balances per policy, requests, Balance history; Add to a policy
Timesheets	Their time cards by pay period
Documents	Onboarding packets, signed documents, uploaded files (Upload), certifications; Remind for documents waiting
Performance	On-time rate, late arrivals, no-shows, missed clock-outs, shift rating, hours by position, shout-outs, private Manager notes, reviews and milestones
History	Every change to their record

The Scheduling & notifications switches on Job & pay:

Switch	Effect
Show on the schedule	Off = they don't get a row on the Shift Schedule
Can pick up open shifts	They can claim open shifts in My Work
Can waive missed breaks	They may waive a mandatory break they missed
Include in time clock alerts	Managers are told when they don't clock in
Email / Text them schedules and updates	How they hear about published schedules and their requests
Manages departments	The departments this manager looks after

Terminate, rehire and leave

1. Terminate — enter the Last day worked and a Reason, tick Eligible for rehire if appropriate, and (if they have a sign-in) Turn off their sign-in.
2. Their shifts after the last day become open shifts. They stay in HR for history.
3. To bring them back, show terminated people, open the profile and Rehire with a start date. You're warned if they were marked not eligible.

Put on leave keeps them on the team but shows On leave; shifts given to them get a warning on the schedule.

Separation reasons are edited under HR → Settings → Lists.

Departments & Positions

HR → Departments & Positions

Positions are the jobs people are scheduled for (Front Desk, Coach, Referee), grouped under departments.

• Add department — name, description, sort order, active.
• Add position — name, department, Schedule colour (or a Custom colour), Default hourly rate, sort order, active.
• Shifts on the schedule use the position's colour.
• The default hourly rate is used when an employee has no rate of their own for that position.
• Turn a position or department off (Active) instead of deleting it once it has history; it shows as inactive.
• Old Job classifications from Administration → Time clock were brought in as positions.