Add, edit, and manage your employees with role assignments, location access, pay rates, password resets, and complete employee lifecycle management.
Employee Management is where you add new team members, update their information, assign roles and locations, set pay rates, and manage their access throughout their time with your organization. This is your central hub for all employee-related tasks.
From hiring to retirement, this feature handles the complete employee lifecycle: onboarding new hires, updating contact information, assigning job roles, restricting access to specific locations, resetting passwords, and deactivating employees when they leave.
Employee Management lets you:
Adding new employees is quick and easy. They'll receive an email invitation to create their account and set up multi-factor authentication.
Display Name (required)
Email (required)
Phone (optional)
Password (required)
User Role (required)
Job Role (optional)
Department (optional)
Position (optional)
Base Pay (optional)
Location Assignments (optional)
Update employee information at any time as their details change or roles evolve.
Promotion:
Change user role from Employee to Manager when promoting someone
Role Change:
Update job role when employee moves from Server to Lead Server
Pay Raise:
Increase base pay when giving annual raises
Contact Update:
Change email or phone when employee updates their contact info
When an employee leaves, deactivate their account instead of deleting it. This preserves their work history while preventing future logins.
Account Access
Employee can no longer log in to their account
Existing Shifts
Future shift assignments remain unless you manually remove them
History Preserved
All past shifts, hours worked, and time records remain in the system
Reports & Analytics
Their historical data still appears in reports and analytics
New Assignments
Cannot be assigned to new shifts (hidden from assignment dropdowns)
Assign job roles to employees so they can only work shifts that match their qualifications. Essential for role-based staffing.
User Roles (Permissions)
Controls what they can DO in the system
Job Roles (Positions)
Controls what shifts they can WORK
Sarah Johnson
User Role: Employee | Job Role: Server
Can view own schedule, can work Server shifts
Mike Davis
User Role: Manager | Job Role: Kitchen Manager
Can manage schedules, can work Kitchen Manager shifts
Lisa Chen
User Role: Employee | Job Role: Lifeguard
Can view own schedule, can ONLY work Lifeguard shifts
Control which locations each employee can access and work at. Especially useful for multi-location businesses.
No Locations Selected
Specific Locations Selected
Scenario 1: Downtown-Only Employee
Sarah only works at Downtown location
✓ Select: Downtown location only
Result: Can only be scheduled at Downtown
Scenario 2: Multi-Location Employee
Mike floats between all 3 locations
✓ Select: Leave all unchecked (or check all)
Result: Can work at any location
Scenario 3: Manager Restricted Access
Lisa manages East and West locations only
✓ Select: East location + West location
Result: Can only see/manage East and West schedules
When you assign specific locations to a Manager or Head Manager, they can ONLY view and edit schedules for those locations. This is useful for franchises or chains where different managers oversee different locations. Head Managers with no location restrictions have access to all locations.
Set hourly pay rates for each employee to calculate labor costs and estimate payroll expenses.
Employee pay rates are only visible to Head Managers. Regular Managers and Employees cannot see individual pay rates. Labor cost totals may be shown in analytics, but individual rates remain private.
Reset employee passwords when they forget their login credentials or need security updates.
When an employee leaves, quickly remove them from all future shifts in one action instead of manually editing each shift.
Reactivate former employees who return to work, or manually activate employees who were added but haven't set up their accounts yet.
Account Access
Employee can log in again with their existing credentials
Assignment Eligible
Appears in assignment dropdowns for new shifts
History Intact
All previous work history remains (no data loss)
Same Settings
Keeps same roles, locations, and pay rate as before
Ask employees to update their contact information whenever it changes. Outdated emails or phone numbers can cause communication failures and missed shifts.
Assign job roles when creating new employees, not later. This prevents accidentally scheduling unqualified employees or encountering errors with role-based staffing.
Always deactivate employees instead of deleting them. You need their work history for payroll, taxes, compliance, and analytics. Deletion is permanent and creates gaps in your records.
Only restrict employees to specific locations if necessary. Leaving location assignments empty gives you maximum scheduling flexibility by allowing employees to float between locations.
Enter base pay for all employees, even if approximate. This ensures labor cost analytics are accurate and helps with budget planning. Update rates immediately after raises.
When someone leaves, use bulk unassign to clear their future shifts BEFORE deactivating. This ensures those shifts get reassigned to other employees promptly.
Every few months, review your inactive employee list. Remove test accounts or duplicates, but keep legitimate former employees for historical records.
Let employees set their preferred days, unavailable days, and shift time preferences to help you create better schedules.
Interactive wizard that teaches new employees how to use their dashboard, view schedules, and access all features.
Ready to streamline your employee management with role assignments, location control, and complete lifecycle tracking?