How do I add a team member? (Desktop)

Modified on Wed, 13 Sep 2023 at 12:55 PM

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You're on the Desktop version of this article. To view the Mobile version see How do I add a team member? (Mobile)

We think it's fair to say that adding team members is one of the more important functions in Shiftie; you could try to get by without them but we're not certain that you'd get very far. Luckily it's nice and straightforward to do and in no time you'll be able to add employees without a user guide, a stiff drink, or a packet of biscuits to support you*. 

There are a few different ways of adding people, depending on how many you want to add at once; we've explained them below.

Adding an individual

  1. Head over to the team page by clicking on the 'Team' icon on the left of your screen.
  2. Click the 'Add People' button near the top of the screen.
  3. Fill out the employee's details.
    1. The 'Permissions' field controls the level of system access the employee will have. If you're not sure which is best then take a look at our full guide to the different permissions.
    2. You can choose whether to add the employee's email address immediately if you know it, or to hold off until a later date.
    3. If you have more than one location set up you can choose which ones the employee should be assigned to.
    4. Select the schedules you want the employee to show on.
    5. 'Default job role' is the employee's usual job role. If the employee has more than one job role you can add those later
  4. Once you've filled out all of the fields click the 'Add Employee' button. If you've added an email address you can choose whether to send their welcome email immediately or to invite them at your leisure.

Adding multiple people

Got lots of employees to add? Importing them might be a bit quicker in that case.

  1. Head over to the team page by clicking on the 'Team' icon on the left of your screen.
  2. Click the dropdown next to the 'Add People' button and select 'Import Employees'.
  3. First, click the link to download our template CSV. You'll need to make sure that it's kept as a CSV and not converted to an XSLX, and for the love of all that you hold dear please don't make any changes to any of the titles or the import won't work.
  4. Add the employees you want to import into the CSV. Make sure that you only add information into the columns that have titles, and don't add any extra titles - unfortunately, they won't work and neither will the import.
  5. The columns with asterisks next to them are all compulsory and you'll need to make sure that any email addresses are valid. You can fill out the remaining columns or leave them blank as you prefer. If you're planning to use them in the future then it will be easier to fill them out now though; otherwise, you'll have to edit each employee individually, which will be no fun at all.
    • 'Job Roles (Comma-separated)' allows you to set the job/s which this employee is employed to do, for instance, 'Cashier' or 'Kitchen Porter', and you'll use it to assign to a shift so that you can see all employees who are suitable for the role that needs filling. If the job role doesn't already exist in the system we'll create it based on the spreadsheet entry. If it does already exist we'll add the employee to the existing group, so make sure that you match the wording exactly so that you don't end up with lots of different job roles which are very nearly - but not quite - the same.
    • 'Exempt from Overtime (yes/no)' is relevant if an employee is on a fixed salary and won't be paid for any overtime. If that's the case put 'yes' in that column, and if not (you've guessed it) put 'no'. 
    • 'Weekly Hours' lets you set how many hours the employee should work in a week so that we can indignantly flag it in the schedule if you exceed it. The format should be strictly numerical, e.g '37.5'.
    • 'Base Pay Rate (hourly)' is, unsurprisingly, the employee's base pay rate. If they're paid extra for specific Job Roles you can set that against the employee once the import is complete. You shouldn't include currency in this field; plain old 10.00 format will do - currency is set at company level to save you having to mess around with it here.
  6. Once you've finished adding employees save the CSV on your computer and return to the Import Employee pop-up in Shiftie. If you have multiple locations you'll need to choose which one you want to assign the new employees to in the dropdown at the top of the page. Once that's done, click the 'Upload File' button. Find the CSV on your computer and select it - then we'll do our thing and start the import.
    1. If there are any issues with the import we'll flag them up at this point. Don't panic too much if there are - believe us, with imports it's more surprising when the data is perfect the first time around. We'll give you a list of any issues which we find so that you can edit the CSV and re-upload.
    2. Once you've dealt with any issues then the employees will all appear in the system ready for you to invite at your leisure
    3. Go have a nice cup of tea; you've earned it.

*Okay, we lied. Biscuits are always essential.

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