Create Employee Accounts

There are two ways to create employee accounts in RosterApps: creating an employee record manually and importing employees. If you only have an individual or small number of employees to add at a time, you may want to create an employee record manually. However, if you have a large number of employees to add at once, you will likely want to import those employees.

Create an Employee Record

The Create Employee link enables you to add a single employee at a time. Use this function if you have only a small number of employees to add. If you want to add many employees at once, please see the Import Employees page.

To create an employee record:

• Click the Employees Tab.
• Click the blue text link Create Employee.
  

• The Create Employee link takes you to a page with data fields to complete with information about your new employee. After you create the employee, you can edit this information at any time.
  There are five different sections on this page:

  • Profile Information & Permissions: The information in this section forms the employee's profile. Use the check-boxes to the right of each item to indicate whether a supervisor, the employee that you are adding, and/or their coworkers can view and/or change that item. The fields with asterisks (*) next to them are required. Below is a list of all of the possible fields in this section, with descriptions.  Note that the company administrator can determine which fields are visible in this screen, so likely all will not appear.

    • First Name*: The employee’s first name.

    • Middle Initial: The employee’s middle initial.

    • Last Name*: The employee’s last name.

    • Username*: A RosterApps username for the employee. This is typically the employee’s e-mail address. This field is not case-sensitive.

    • Password*: A password for your employee that they will use to sign into RosterApps. The password must be at least six characters long. This field is case-sensitive.

    • Change Password On Next Login: Check this box to prompt the employee to change their password the next time they log in.

    • Must Change Password on Date: Check this box to force the employee to change their password on a specific date.

    • Email Address*: The e-mail address that RosterApps will use to communicate with the employee. This is usually their work e-mail address, or the e-mail address that they check most often.

    • Employee Number*: A unique identification number for the employee. RosterApps uses this number to identify the employee, so you cannot have the same number for more than one employee at your organization.

    • Phone 1: A phone number for the employee.

    • Phone 2: A second phone number for the employee.

    • Phone 3: A third phone number for the employee.

    • Receive Text Messages: Check this box to indicate that the employee would like to receive text messages from RosterApps. RosterApps can send information about scheduling via text message to an employee (in addition to e-mails) if the employee wants.

    • CellPhone#: The employee’s cell phone number where they would like to receive text messages.

    • Phone Carrier: The employee’s cell phone carrier. This affects how RosterApps sends text messages to the employee. If there is a carrier that your team needs, which is missing from the list, please let us know and we will add it if possible.

    • Address Line 1: The first line of the employee’s mailing address.

    • Address Line 2: The second line of the employee’s mailing address.

    • City: The city in the employee’s mailing address.

    • State: The state in the employee’s mailing address.

    • Country: The country in the employee’s mailing address.

    • Zip Code: The zip code in the employee’s mailing address.

    • Date of Birth: The employee’s date of birth.

    • Drivers License Number: The employee’s driver’s license number.

    • Drivers License Expiration: The employee’s driver’s license expiration date.

    • Passport Number: The employee’s passport number.

    • Passport Expiration: The employee’s passport expiration date.

    • Hire Date*: The employee’s hire date. This is commonly used in RosterApps to determine seniority amongst employees.

    • Adjusted Hire Date: If your company uses an adjusted hire date to determine seniority amongst employees, add the adjusted date here. An adjusted hire date is typically used for merit reasons, or for other scenarios such as if an employee is hired in a different department or location.

    • Override Seniority Order: This field is used for purposes of tie-breaking when resolving seniority. For example, if two employees bid on the same open shift, and they both have the same hire date, RosterApps uses this field to break the tie. If you do not need to use this field, place a zero in the field.

    • Classification Date: The employee's classification date.  This value usually marks the start of their current job classification.

    • Lock Account: Check this box to lock the account so that the employee cannot log in to RosterApps. This lock will need to be removed before the user can login to RosterApps again.

    • Profile Picture: Attach an image to use as the profile picture for this employee.
    • Single Sign On ID: If SSO is implemented, this is the assertion value that would be used if Employee Number is not being used.

  • Employee Skills: Use this section to add any skills that the employee has. Each shift in RosterApps has a skill (or skills) associated with it, and if an employee does not have required skill(s) they cannot work the shift (or pick it up from the trade board, receive it from a co-worker, etc.). You will see a list of all employee skills available at your location. Your Company Administrator determines this list of skills, and then adds those skills to the relevant location. If you do not see a skill listed here that you feel should be, consult your Company Admin.

    • To give an employee a skill, find the skill in the list and check the box next to it.

    • To take away a skill, find the skill in the list and un-check the box next to it.

    • To give an employee all of the skills in the list, click the blue text link All.

    • To clear all of the selected skills, click the blue text link None.

  • Employee Assignments: Use this section to indicate where to place the new employee, what their status is, and which rule sets apply to them.

    • Work Group: This drop-down menu displays all work groups at your location. Select the work group that the new employee belongs to.

    • Activation Date: Select the date that the new employee becomes active in RosterApps. This does not have to be today's date. If you choose a future date, the employee will not yet appear on the employee lists (or elsewhere in RosterApps), until that calendar date. However, many places in RosterApps allow you to choose the date effective, so that you can see what will happen in the future, when the employee becomes available.

    • Job Title: Select the employee's job title from the drop-down menu. The Company Admin creates this list of job titles—if you do not see a job title that you think should be there, please consult your Company Admin.

    • Employee Status: Select the employee’s status. The drop-down menu displays all employee statuses available. Only users with an active status can log in to RosterApps. Statuses may include:

      • AP – Active PT (active status)

      • AF – Active FT (active status)

      • LO – LOA/OJI/FMLA (not an active status)

      • MD – Medical (not an active status)

      • TM – Terminated (not an active status)

      • VR – Voluntary Resignation (not an active status)

      • SP – Suspended (not an active status)

      • LD – Light Duty (not an active status)

      • ML – Military Leave (not an active status)

    • Shift Rule Set: Select the shift rule set that applies to the new employee in the drop-down menu. It is best practice to assign each employee to their work group's rule sets—that way if you need to make a change to employees’ rule sets, you can make that change in one place and it immediately applies to all members of the work group. Use individualized rule sets only in exceptional situations (such as disciplinary action, probation, suspension, etc.). To use the same shift rule set as the employee's work group, select '(take from workgroup)' from the drop-down menu.

    • PTO Rule Set: This drop-down menu displays all of the paid time off (PTO) rule sets available at your location. Choose the PTO rule set that applies to the new employee. Again, it is best practice to have employee users under their work group's rule sets. To use the same PTO rule set as the employee’s work group, select '(take from workgroup)' in the drop-down menu.

    • UTO Rule Set: This drop-down menu displays all of the unpaid time off (UTO) rule sets available at your location. Choose the UTO rule set that applies to the new employee. Again, it is best practice to have employee users under their work group's rule sets. To use the same UTO rule set as the employee’s work group, select '(take from workgroup)' in the drop-down menu.

    • VTO Slot Rule Set: This drop-down menu displays all of the voluntary time off (VTO) rule sets available at your location. Choose the VTO rule set that applies to the new employee. Again, it is best practice to have employee users under their work group's rule sets. To use the same VTO rule set as the employee’s work group, select '(take from workgroup)' in the drop-down menu.

    • PTO Bank: Use this field to give your employee a certain amount of PTO bank hours, if you would like. Typically, you will do this after you create your employee, but if you need to give an initial amount of PTO to your employee, you can do that here.

    • Overtime Bank: Use this field to give your employee a certain amount of overtime bank hours, if you would like. Typically, employees will accrue overtime bank hours as they work overtime shifts, but if you need to set an initial amount, you can do that here.

    • Pay Rate: You can enter the employee's pay rate here. Currently, RosterApps does not use this information, but you may wish to enter it for your own records.

  • Group Trade Permissions: Use this section to establish which work group(s) the employee can trade shifts with. By default, each employee can trade shifts with other members of their own work group. If you want the employee to have the ability to trade with additional work groups, select those work groups here. When an employee goes to trade a shift away to a co-worker, they will only see names of co-workers in work groups that they have permissions to trade with. Additionally, each shift is associated with a certain work group, so an employee cannot work a shift from a work group that they do not have group trade permissions for. If an employee doesn't have permission to trade shifts with a certain work group, they will not have the ability to see open shifts from that work group on the trade board.

    • To add a group trade permission:

      • Find the work group that you want to add a group trade permission for in the Available Groups list (left-hand box). Click the work group.

      • Click the right-pointing arrow button. The work group will move into the Selected Groups list (right-hand box).

    • To remove a group trade permission:

      • Find the work group that you want to remove group trade permission for in the Selected Groups list (right-hand box). Click the work group.

      • Click the left-pointing arrow button. The work group will move into the Available Groups list (left-hand box).

  • Employee Notes: You can add any employee notes in this section that you would like to submit. To view notes you've submitted, go to Employees tab > Notes (blue text link in the table of employees). You may also access the notes in an employee's record in Employees tab > Edit > Add Notes.
• When you finish entering data for the employee, click on the blue Create button at the bottom of the page to save your inputs and create the employee record.