Construction and field-service companies employ all sorts of workers—from the office staff to employees to 1099 subcontractors. Each of them uses ClockShark in different ways and should have different levels of access. That’s why ClockShark made the employee settings customizable—so you have control over who can do what in ClockShark. Assign a paid time off policy to some employees and another policy to the rest of your team. Give one of your team members manager permissions over others. You can do all that and more when adding and editing employees. Read our guide to find out how.


How to Add Employees

There are two primary ways you can add an employee. First, log into the ClockShark website and follow these instructions:

  1. Click the Admin tab at the top of the site

  2. Under the People section click Employees

  3. From the Employees page, click the green +Add Employee button

  4. Enter the employee's information - we will go over the employee's information you will need below

The second method is as follows:

  1. From any page, press the blue +New button, which is always available in the top-right corner of the screen

  2. Click Employee

  3. Enter the employee's information

A third option is to bulk upload employees using a CSV spreadsheet. To learn more about data import, click this link. Additionally, some integrations, like QuickBooks, can import employees.


Adding Your Employee's Information

Fill in the following information for each employee:

  • Employee name: Enter your employee’s first and last name.

  • Employee ID: This field is optional. You can use it to create an internal ID in ClockShark for timesheets, schedules, and reports.

  • Email, Phone Number, and Password: Add the employee's email address or phone number and create a password for them to use when logging into the website and mobile app. The password is case-sensitive. Your employee will be prompted to change their password when they accept the ClockShark invitation.

  • Status: By default, the employee will be Active. However, you can make your employee Inactive by pressing the drop-down menu and choosing Inactive. Inactive employees will not receive the setup email or text message and do not count toward your user count.

  • Color: Choose a color to keep your employees organized. For example, make your field employees green and your office employees blue.

Settings and Permissions

Below are the optional settings and permissions you may give your employees.

Pay Rate and Overtime

  • Base Pay Rate: You can set a base pay rate to help calculate the true cost of labor and make reports (like the Pay Rate Report) more accurate.

  • Overtime: Assign your employee to an overtime policy. You’ll need to create an overtime policy first. Learn how here.

Please note: Basic and Standard plan customers can create a default set of overtime rules to apply to all employees. Pro plan customers can create multiple overtime rules and apply them to different employees.

Groups

  • Departments and Locations (Pro plan only): You can assign your employee to a group by assigning them to a department and/or location. You can use these groups in ClockShark to easily filter and select employees in bulk. Make sure to set up your departments and locations before adding employees. Learn how here.

    Pro plan customers can assign employees to different departments or locations, which is helpful when you have multiple crews or offices.

Time Off

  • Time Off (Pro Plan only): You can assign your employee to a paid time off (PTO), sick time, or unpaid time off policy. Make sure to set up your time off policy first. Learn how here.

    This feature is only available to Pro plan customers. You can add a hire date to help calculate when your employee will start accruing time off. You can also give employees a starting balance for both PTO and sick time off. There is no limit to unpaid time off so there is no need for a starting balance.

Role

  • Employee or Administrator: You will assign this person the role of either an administrator or an employee.

    Administrators have full system access while employees have limited system access. By default, employees can only clock in via the mobile app and see their timesheets and schedules on the app and website. You can choose to give employees more permissions (including manager permissions) with the options below.

Timesheets on Mobile App

  • Edit and add time to their own timesheets: This permission allows an employee to edit previously created timesheets in the mobile app and create new ones for themself. With this permission, they can:

    • Correct clock-in and clock-out mistakes

    • Correct the job or task (if they chose the wrong one)

    • Add notes and file attachments to their timesheets

    • Add a manual timesheet (helpful if the employee forgets to clock in and out)

    Note: It’s easy to spot an edited or manual timesheet. You’ll see the message, “Edited by (Employee's Name),” the date and time it was edited, and a link to the audit-log trail showing what information the employee added or changed. Likewise, a manually added shift won’t show any GPS locations. Instead, you’ll see red Xs and a message stating, "Manually Added: Location Unavailable."

  • Edit their own timesheet notes and attachments: This permission allows an employee to only add and edit notes and attachments in their timesheets (instead of the full capabilities listed above). This is helpful when employees need to mention or clarify something about their shift.

Time Clock

  • Enable GPSTrak™: Check this box if you need to know your employee’s location throughout the workday. The ClockShark app will ping for your employee’s location 3 – 4 times an hour using the GPS on their mobile device.

    If you check this box, your employee must grant the mobile app permission to always allow access to their location. That way, if they use another app on their phone during the workday, the GPSTrak™ feature will continue to work in the background without interruption. The app does not track employees when they are clocked out or on a break.

  • Require location services (GPS) to clock in from the app: Check this box if you checked Enable GPSTrak or if you only need to know your employee’s location when they clock in or out from the app.

    If you check this box, your employee must grant the ClockShark app permission to access their location or they will not be able to clock in.

  • Allow clocking in from the website: Check this box to allow an employee to clock in and out from their account on the website.

    Only check this option if you do not need to know your employee’s GPS location since the web version of ClockShark does not collect GPS location data.

  • Allow clocking in from KioskClock™: Check this box if you want your employee to clock in and out using the same, shared device (often a tablet at a fixed location like an office or job site).

    You’ll need to create a unique PIN for your employee. Only administrators can change or view a PIN in ClockShark. You can check a box to require a facial recognition photo when your employee clocks in or out using the KioskClock™ feature. You can also choose to make the employee an admin of the KioskClock™ feature. The Kiosk Admin can start and stop the feature so that other employees can use it to clock in and out. Here is a link on how to set up the KioskClock™.

Work Settings

By default, all employees can view customers, jobs, and tasks they have access to on both the mobile app and website. But if you want your employee to have more permissions, check one of the boxes below to allow your employee to:

  • Customers - Add and Edit: This setting allows your employee to add and edit new customers.

  • Jobs - Add and Edit: This setting allows your employee to add and edit jobs they have access to and add new jobs.

    Note: The employee will only be able to add a job name, number, address, and assign it to a customer. An administrator must log in to the website to add other settings.

  • Tasks - Add via Mobile: This setting allows your employee to create new tasks in the mobile app.

    Note: The employee can only add a task name and number. An administrator must log in to the website to add other settings.

  • Quotes - View: This setting allows your employee to view quotes and add comments to them.

  • Quotes - Add and Edit: This setting allows your employee to update the status of a quote (mobile app and website), edit existing quotes(website only), and create new quotes (website only).

  • Invoices - View: This setting allows your employee to view invoices and add comments to them (website only).

  • Invoices - Add and Edit: This setting allows your employee to edit existing invoices and create new invoices (website only).

Manager Settings

If your employee is a manager at your company, use this section to give them extra permissions in ClockShark. This is an optional feature and if you do not want your employee to have any Manager Settings, leave this section as is - with the drop-down menu saying "For Everyone" and no boxes checked.

Note: This section is not available on the Basic plan. You must have a Standard or Pro plan to use this feature.

  • Team: Choose the employees this person will have permission to manage in ClockShark.

  • Permissions: Allow this employee to do the following for their team members:

    • Edit Schedules: View and edit their team’s schedules on the website and mobile app. (This employee can only schedule jobs they have access to.)

    • Clock their team in and out with CrewClock™: Use the CrewClock™ feature to clock their team members in and out and start and stop breaks for them.

    • Edit Timesheets: View and edit their team’s timesheets on the website and mobile app. They can also export timesheets for payroll via integrations.

    • Approve Timesheets: Approve their team’s timesheets on the website.

    • Manage Time Off: View their team’s time off information, approve or decline their time off requests, and create new requests for team members on the website.

  • Access: Allow this employee to:

    • Schedules: View their team’s schedules only—not edit them.

    • Location with Who’s Working Now: See a map showing their team’s location while on the clock.

    • Timesheets: View their timesheet and their team’s timesheets in full on the website and mobile app (including edits, locations, notes, etc.).

      Note: Employees can already view their timesheets in full on the mobile app by default but can only see totals by day and week on the website unless this option is checked.

    • Reports: Run reports for their team on the website.

If you want your employee to receive a text message invite, check the text message box and click the blue Add Employee button at the bottom of the page and you’re done! Note: if you only entered a phone number, there will not be a box to check and the text message invitation will automatically be sent.

You will now see your newly-added employee on the Employees page with a "Pending" status. This "Pending" status means that your employee has not finished the steps they must take to activate their account.


What Your Employee Does Next

If you went the email route, your employee will receive an email letting them know that they've been invited to join your ClockShark account.

Once your employee clicks the orange "Join Now" button, they will be redirected to the ClockShark website where they will create their password and agree to ClockShark's Terms of Service and Privacy Policy.

Once your employee has entered their new password and press "Join Now," they will be prompted to download the ClockShark app on their smartphone or tablet.

At this point, your new employee's status will change from "Pending" to "Active"

Note: The link expires after 72 hours. If you need to resend the invitation, press the 3 dots next to the Status > and click Send Invitation.

If you went the text message route, your employee will receive the following text message, and then complete the same steps above.

Inactive Employee Option

You can also add your employees to ClockShark as Inactive. Inactive employees will not receive the invitation email and do not count toward your active user count. Once you are ready to activate your inactive employee(s), you can go to the Employees page > click the 3 dots next to their status > and press "Activate"

This will automatically send the employee their invitation email and change their status to Pending until they complete the sign-up process.

Note: for all intents and purposes, "Pending" employees are functionally the same as "Active" employees. They can still log in to the ClockShark app if an admin gives them their username and password. Additionally, they can use KioskClock to clock in. Pending employees do count toward your user count on the bill.

If you have any questions along the way please feel free to contact our Support team and get ready for answers!

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