Adding a new employee
1. Click on Employees in the left-hand navigation menu to access the Employees module.
2. Click on the icon that has a plus sign at the top right of the page.
3. At the very least, you will need to add a name, select the appropriate User Role, and set a password for the employee. To send an automated mobile app invite, add a phone number, then click on Save & Invite. If the employee will be using the kiosk, check the box for Allow Kiosk Punch and Save.
Editing an employee profile
1. Navigate to the Employees module by clicking on the Employees in the left-hand navigation menu, then click on the pencil icon next to the employee's name.
Which checkbox is appropriate for this employee?
If the employee is going to be an administrator or only using the mobile app, no checkboxes need to be checked.
1. Allow Offline Mode On Mobile App (Beta) - this checkbox is deprecated for the Worksana Mobile App. You do not need to check this as the Worksana mobile app is automatically offline first
2. Allow Kiosk Punch In - Check this box to make the employee appear on the list of employees in a kiosk session. If checked, the employee will automatically lose the ability to log into the Worksana mobile app
3. Allow Kiosk and Mobile App Login (Beta) - Check this box if you would like an employee to have the ability to clock in on both the Worksana mobile app and Worksana kiosk.
Important Note: It is possible for an employee to use both the mobile app and kiosk. However, they must use one or the other for the entire shift. Attempting to use both in the same shift will create corrupted data.
Password management
Note: Employees cannot reset their own passwords. If an employee forgets their password, it has to be reset by an administrator.
1. Navigate to the Employees module by clicking on the Employees in the left-hand navigation menu, then click on the pencil icon next to the employee's name.
2. Directly beneath the system-generated username is a link that says "Change Password." Click on that.
3. Click on the "eye" icon to see what you're typing. This helps avoid typos. Make sure all requirements have been satisfied in the password helper tool, then Save.
Removing an employee from the system
Note: we do not delete employee records. They are moved to an inactive state, so their historical information remains in place. They can also be reactivated later if needed.
1. Navigate to the Employees module by clicking on the Employees in the left-hand navigation menu, then click on the pencil icon next the employee's name.
2. Uncheck the box for "Active" and Save.
3. You can view your inactive roster by setting the filter on the Employee list to "Inactive."
Departments, Teams, Tags, and other information
Worksana allows you to capture more than the basics and organize your employees into a structure that models your company using Departments, Teams, and Tags.
1. After navigating to a specific employee profile, click on the triangle icon to expand Organizational Information.
2. Here you can add a Title, Department, Team, Employee ID, Wage, Tags, and Hire Date if needed.
Note: If you have not already set up your Department and Team structure, please the following article for help: Setting up Departments and Teams
A note on Tags: these are used to group or tag employees outside of your more rigid Department and Team structure. An example could be workers who share a common job, or a subset of employees needed for a legal audit. Click on the "Manage tags" link to add new tags, then select them from the dropdown menu to assign them.
Employee Notes
You also can add any needed notes to an employee's profile.
Next Article: Timecards Module (Main Screen Overview)