Adding A New Employee

Adding A New Employee

Access the Employee Manager

  1. Log in to the Back Office

  2. Navigate to Employees > Employee Management

  3. The Employee Manager screen will appear, displaying a list of existing employees


Adding a New Employee

Step 1: Create the Employee Profile

  1. In the Employee Manager, click the New Employee button

  2. Complete the following required employee information:

    • First Name

    • Last Name

    • Hire Date (Month/Day/Year)

    • Address (Street address, city, state, zip code)

    • Phone Number

    • Payroll ID (if applicable)

    • Social Security Number (if required)

    • Email Address (for notifications and communication)

  3. Click Save and Continue to proceed to the next step


Step 2: Set Up Passwords/Access Cards

  1. After saving the initial employee information, you'll be automatically directed to the Passwords page

  2. To add a password or access card:

    • Enter a descriptive Title (e.g., "PIN", "Swipe Card")

    • Enter the Password/Card Number

    • Click Add Password / Card

  3. You can add multiple passwords/cards if needed

  4. To set up Back Office access (if required):

    • Enter a Username

    • Enter a Password

    • Enter a Remote Back Office Email (if applicable)

    • Click Save Back Office Access

  5. Once finished, click Continue To Next Step


Step 3: Assign Job Positions

  1. On the Jobs page, select a job from the Job Code dropdown menu

  2. If needed, enter the employee's Pay Rate for this position

  3. Select the appropriate Pay Type:

    • Hourly - Standard hourly rate

    • Salary (timeclock) - Salaried position with time tracking

    • Salary (no timeclock) - Salaried position without time tracking

  4. Click Add Job to Employee

  5. To make this the employee's default job, select Yes for the Default option

  6. You can add multiple jobs to the employee by repeating these steps

  7. Once finished, click Finish 


Step 4: Set Employee Privileges

  1. Return to the Employee Manager and select the employee you just created

  2. Click the Privileges button

  3. On the Employee Privileges page, you can configure access levels for various system functions:

    • POS System Access - Register functions, discounts, voids, etc.

    • Back Office Access - Reporting, inventory, employee management, etc.

    • Hardware Control - Cash drawer, printers, etc.

    • Administrative Functions - System settings, data management, etc.

  4. For each privilege, select Yes to grant access or No to deny access

  5. Click Save Settings when finished 


Notes

  • Employees must have at least one job position assigned

  • Passwords/PINs must be unique across the system

  • For security reasons, assign only the privileges employees require to perform their job functions

  • The employee won't appear in the system for scheduling or POS login until all required steps are completed

  • Employee information can be edited at any time by selecting the employee in the Employee Manager and using the appropriate function buttons

Troubleshooting

  • If an employee cannot log in after creation, verify:

    • At least one password/PIN is assigned

    • The employee has the appropriate privileges enabled

    • The employee has been assigned a valid job position

  • If privileges aren't working correctly, ensure they've been properly saved and that the employee has the required job position for those privileges