Employees Section: Employee Information

Modified on Sat, Jan 16, 2021 at 2:35 PM

How Does This Functionality Help You?

Organize information for each employee in your location.
Enter and edit employee information. Your changes automatically display in the Enterprise portal.
Employee personal information can be viewed in the Reports section.
Employee contact information can be viewed in the Schedules section when you are manually selecting an employee for a shift.
Employee scheduling information is enforced when auto-fill is used to fill the shifts in the Schedules section. It also can be enforced when using the swap board.

Employees Section: Employee Information

Employees must be added in the Enterprise portal and deployed to the location in order for the employees to appear in the Employees section.
Employees must be in an active status in order to be used for scheduling.

Employees

Contains tabs to enter the employee information for Personal, Contact, and Scheduling information. There is also a Time & Attendance tab if you are using the ScheduleSource Time & Attendance module.
The information entered here is used in the Schedules, Reports, and Admin sections. See Organization Section: Account Info and Download Options.
To open the employee's information:
- Open the Employees section.
- Click on the employee name in the chart.

- Select the Settings tab.

Employee: Personal Tab

First and Last Name: name displayed in all lists and schedules.
Nickname: only displayed on this page for manager information.
Username & Password: entry is required for employee to Sign In to the Employee portal. See Organization Section: Managing Passwords.
Start date: First day the employee can be used in scheduling and is eligible to Sign In to the employee portal. If left blank, it is assumed that the employee is active. Use the calendar tool or enter in mm/dd/yyyy format.
Seniority date: important if you're using bids for schedules
End date: employee's final working day.
Inactive/Active: inactivates employee so they can't be scheduled or reactivates them so they can be scheduled.
Birth date of employee
Style: the font and used for the employee in other sections of TeamWork 5 like schedules.
External ID: number associated with employee. Helpful when moving employee information between software programs.
Badge and bi IDs: other identification numbers
PIN number
Notes:
- Not visible to the employee, but is visible to schedulers if given access to the edit page. Is also a field that can be displayed in the reports section.
- When fields are grayed out, it means that entry is controlled in the Enterprise portal.
Geolocation: coordinates for employee's work location.

Video: How to View and Update Employee Personal and Contact Information

Employee: Contact Tab

Email: required to use the Collaboration Pack. If using an HR feed into ScheduleSource system, it updates automatically.
Phone numbers: are displayed in the Schedules section on the employee contact icon on the available employee shift list.
Address information can be downloaded in the Admin section or viewed in the Reports section.

Employee: Schedule Tab

These limits are strictly enforced in using auto-fill to fill the shifts in a schedule. They also can be chosen to be enforced in using the swab board.

- Min Hours/Week (not always enforced in autofil)

- Max Hours/Week
- Max Days/Week
- Max Shifts/Day
- Max Hours/Day
- Max Consecutive Days – looks at days both in prior schedule and future schedule to honor the max consecutive days limit.

If an employee is not scheduled to a shift due to these settings, the reason is displayed in the ‘conflicts’ column on the shift ‘available employee’ list in the Schedules section.
Crew: can be assigned or edited. The drop-down list displays all crews created in the Location Section. See Location Section: Crews.
Rotation: can be assigned or edited. The drop-down list displays all rotations created in Employees > Tools > Set up Rotations. See Employees Section: Rotations.
Rank: For internal use as determined by your organization. Is only used in the Tours & Tour Bidding module.
Pay Rate ($/hr): Is used to calculate the cost of a schedule in the schedule section. If no rate is listed for an employee or the shift is empty, the pay rate of the station is used.
Allow Swapping: The default is yes, Allow Swapping check box is selected. If the box is clear, this employee will not be able to swap their shifts and the Swap Board link does not display on their Employee portal.

Video: How to View and Adjust Employee Schedule and Time Setting

Employee: Time Tab

Only used if using ScheduleSource Time & Attendance module is enabled.
Selection Time Zone.
Choose the default project/task for the employee.
Choose the default activity for the employee.

Employee: Attributes Tab

List of attributes of employee.
Add, edit, and delete them here.

Video: How to Add, Delete, and View Employee Attributes

Employee: Photos Tab

Used for facial recognition clocking in and out.
Take, upload, and change the photo here.