Overview

Employees are added to your company workspace for collaboration, resource planning, scheduling, project management, and more!

Prerequisite 

Process

  1. Click Employees dropdown on the left hand navigation > click Employees tab to access list of employees in your company workspace

  2. Click the round plus sign in bottom right corner > click Add New Employee

  3. Enter required fields about the employee:

  • Employee ID*: this is an auto-populated number that can be reassigned after the employee is saved.

  • Account Type*: assign the account type to the employee. Account types are setup with access limitations for each type of account. Account types are managed within the Employees tab.  

  • First Name*: enter employee's first name

  • Last Name*: enter employee's last name

  • Company: the name of your company will be shown here

  • Billable Role*: select the employee's billable job role from the list. Job roles are tied to a specific labor rate that are setup within the Roles & Labor Rates

  • Additional Roles: assign an additional role to the employee that can be used for selected various labor rates assigned to a particular role.

  • Location: select the office the employee works out of

  • Title*: enter the title of the employee, this is not tied to a labor rate

  • Phone: enter employee's office, cell and/or home phone number

  • Email*: enter employee's email address

Once the above employee details have been entered, you can save the details. An email invitation will be sent to the email address entered for the employee providing them with a link to sign up and collaborate with you in your workspace.

Optional Details

The below data fields are optional settings that can be adjusted for your employees.

  • Required Timesheet: check to require the employee to enter their own timesheet each week

  • Unsubmitted Timesheets: check to hide employee from Unsubmitted Timesheets

  • Schedulable: Check to be able to use employee on schedule or resource planning. The default setting is for all employees to be schedulable.

  • Assignable to CRM: the CRM feature allows you to assign or add an employee to a CRM card so they can manage the card(s).

  • Date Hired: enter the hire date of the employee

  • Years of Service:  auto-populated from the Date Hired

  • Last Raise: enter the last raise date for the employee

  • Last Day: If the employee has left the company, enter this date here

  • Address: enter the home address of the employee

  • Tags: custom tags help identify, group, and analyze employees across your company portfolio that have similar attributes specific to how your company does business

  • Additional Privileges: select access privileges to specific communication topics within the platform for the employee. Selecting a topic allows the employee to communicate/contribute to each channel. 

  • Union (SubIO Only): if the employee is part of the Union, select this option. If this option is selected, you must assign the employee to a Union and corresponding role. The list of Unions are populated from the Union tab within Employees. This option is available to SubIO (subcontractors) only. General Contractors will have access to this feature in the future.

    4. Click Save at the bottom once all required fields are completed

Note: once you click save, an invitation to collaborate within the workspace gets sent to the employee(s). Only Field Employees will not receive an email invitation as they will not be using the platform directly. 

Rules

Click Add Row to add rules about how this employee gets paid by setting a labor rule and connecting it to a pay type. 

HR

Add details about your employee's pay rates, demographic detail, supervisor and utilization target. Choose between entering hourly rates or salary.

Salary/Hourly Rate: enter the hourly rate that the employee gets paid or choose to enter their annual salary
View History of Pay Rates: view the historic pay rate changes of the employee
Insurance Cost (Yearly): enter the annual insurance cost for the employee
401k (Employee Contribution): enter the percentage of the 401k contribution that the employee has elected
Additional Expenses (Yearly): an estimate of how much additional cost(s) the employee will create (cell phone, laptop, travel, food & entertainment, office supplies..etc.).  
Overtime Rate: this rate is auto-suggested by multiplying the hourly rate by 1.5x, can be overwritten
Double Time Rate: this rate is auto-suggested by multiplying the hourly rate by 2x, can be overwritten
Travel Time Rate: if your employee gets charged at a different hourly rate for travel, enter this rate here. If not, leave it blank.
Social Security: enter the percentage of the employee's compensation that social security will be charged to
Medicare: enter percentage of medicare expense
Total Cost By Hour: hourly rate + insurance + 401k contribution + additional expenses + social security + medicare. Hourly rate = salary rate/2080.
Social Security Number: enter the employee's social security number
Employee Demographics: enter the gender, ethnicity and if they qualify as a veteran or disabled
Supervisor: enter the name of the supervisor the employee reports to
Utilization Target: the targeted number of billable hours your company wants employee to hit each week. This will be calculated against the Utilization % located within Employee Timesheets and typically varies across positions. 

 BIO

Enter 1st date of service (start date), short internal bio, education, certifications and/or professional affiliations about the employee. 

Projects

The list of any and all projects that employee is collaborating on or has worked on in the past. 

Business Units 

Select whether or not the employee belongs to your company's central business unit or if they work under additional business units. To add business units to your company's workspace, go to company settings and select Business Units.

5. Click Save to save all edits

Send New Password: this is located at the bottom of the screen. Click this button to send a new password link to the employees email address if they are locked out or can not remember their log in password.

See Also

Account Types
Import Employees
Roles and Labor Rates


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