Setting Up Employees

Setting Up Employees

Setting up Employees

Steps to set up New employees

In the Employee set up process, you will be applying some settings from the Modules menu as well as assigning User Roles. To avoid having to come back and complete the Employee setup later, it is recommended that you first complete the steps in the following articles before setting up an Employee: Setting up user roles and setting up modules.
  1. Go to the Settings dropdown and select “Employee.” 

  2. Select the [+New] button. 

  3. In the First, Middle, and Last Name fields, enter the employee’s name (only first name is required).
  4. Select the [Choose File] button to upload an image of the employee.
    Note: Currently the system only supports PNG and JPEG formats. We recommend that you take the profile picture on the mobile device. 

  5. In the License/Role Assignment section, select the employee’s user roles.
    Each module has its own roles, assigning a role uses a license for that module. The number of licenses used and purchased is shown next to the role dropdown list for that module.
    You must assign a user role to the employee fo    r them to have access to the module. The Administrator checkbox gives access to all areas of the system and assigns one license from each module to the employee. 

  6. Input the employee’s contact information. 
    Note: These fields are optional.

  7. Assign the employee’s system settings. 
    1. Status – Select ”Active” or “Inactive” for the employee’s current status in the system. 
    2. Employee Pin # – Enter a pin number for the employee to use to sign in to the Time Clock.  
    3. Barcode – Enter a barcode assigned to the employee (optional). 
    4. Division – Select a division for the employee (optional). 
    5. Department – Select a department for the employee (optional). 
    6. External ID – A unique identifier to connect the employee to an external system. 
    7. Code – Enter a unique identifier used for the employee within WorkMax. 
    8. Employee Pay Group – Select a pay group for the employee (optional). 
    9. Employee Groups – Select an employee group for the employee (optional). 
    10. My Time Zone – Select the employee’s default time zone (optional). 
    11. Language – Select the language applied to the employee’s profile (optional). 
    12. “OUT Signoff” – Requiring this feature with require users to sign off on time at clock out for real time users 
    13. “IN/OUT Time Photos” – Requiring this feature will require a picture to be take on clock in and clock out 
    14. “IN/OUT Time Recognition” – Toggling this button on compares the employee’s face capture photo to their profile picture using the Facial Recognition Threshold. You will see the results per record in the Time Editor. 
    15. “Forms + Time Workflow” – Toggling this button on hides forms from the home screen of the mobile app. This will remove the option for an employee to submit optional forms and will only show up on clock in or clock out when required. 
    16. “Use Autolunch Override” – Toggling this button on overrides a pay group-specific auto lunch rule. Override on + “Always Apply” will activate your auto lunch rule for this employee. Override + “Never Apply” will deactivate auto lunch rules for the employee. 

  8. Select the [Save] button to save the Employee.


    Note: The Employee page is a flex-field that can be renamed to personalize your system and match your company terminology. To change the naming, select the Pencil icon, then select the green checkmark to save any changes. 

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