Adding and Managing Employees

Adding a New Employee

1. Navigate to Employees from the main navigation
2. Click New Employee
3. Fill in the employee details:
   • First Name (required)
   • Last Name (required)
   • Email: Needed if you want to send an invitation for the employee to access their portal
   • Phone: Optional contact number
   • Employment Status: Full-Time, Part-Time, Contract, etc.
   • Status: Active or Inactive
4. Assign a Role from the available roles
5. Assign a Location and optionally select specific Zones within that location
6. Optionally assign Schedule Patterns (work patterns that define their recurring schedule)
7. Check Send invite on creation if you want to immediately email the employee an invitation
8. Click Save

CrewHR includes email typo detection. If you enter an email like "john@gmial.com", it will suggest the correction "john@gmail.com" with a one-click fix.

The Employees List

The employees page shows a table with all your team members. You can customize the view:

Filtering and Searching

• Search: Type a name to filter the list
• Status tabs: Switch between Active, Inactive, or All employees
• Location filter: Show only employees at a specific location
• Role filter: Show only employees with a specific role

Customizing Columns

Click the Columns button to toggle which columns are visible. Your column preferences are saved automatically. Available columns include name, email, phone, role, location, status, shift patterns, and date of birth.

Inline Editing

You can edit employee details directly in the table:

1. Click the edit icon on a row
2. Modify the fields you need to change
3. Click Save to apply or Discard to cancel

Inviting Employees

When you add an email address to an employee, you can send them an invitation to access the CrewHR employee portal.

• Send invite: Click the invite action on any employee row
• Resend invite: If the original invitation expired or was lost
• Invitation status: The employee list shows whether an invite has been sent and accepted

Once an employee accepts their invitation, they can sign in to view their schedule, request time off, clock in and out, and access shared documents.

Employee Detail Page

Click on any employee to view their full profile. The detail page has several tabs:

• Overview: Name, email, role, location, and basic information
• Schedule Patterns: Assigned work patterns that define their recurring schedule
• Availability: Weekly availability windows and temporary overrides
• Compensation: Salary, hourly rate, and compensation history
• Time Off: Assigned leave policies and current balances
• Kiosk PIN: Set up a PIN for time clock terminal access

Managing Roles and Locations

Changing an Employee's Role

Edit the employee and select a different role from the dropdown. The role change takes effect immediately and affects future schedule assignments.

Changing an Employee's Location

Edit the employee and select a new location. You can also assign specific zones within the location to control where the employee can be scheduled.

Deactivating an Employee

To deactivate an employee without deleting their records:

1. Edit the employee
2. Change their Status to Inactive
3. Save

Inactive employees are excluded from scheduling but their historical data (timesheets, past schedules) is preserved.

Next Steps

• Import employees from CSV for bulk onboarding
• Invite employees to access the employee portal
• Set up schedule patterns for recurring schedules