Employees & Roles

Adding Employees

1. Navigate to Dashboard > Team
2. Click Add Employee
3. Enter their details:
   • First name and last name
   • Email address (used for dashboard login)
   • Contact phone (optional)
   • Access role (Administrator, Manager, Staff, or Facilitator)
   • Default employee role for time tracking (optional)
   • Location assignment (for multi-location businesses)

Once added, the employee receives a login invitation and can access the dashboard according to their assigned permissions.

Roles & Permissions

Built-in Access Roles

Control what each team member can see and do in the dashboard:

Custom Permission Sets

When the built-in roles do not match your needs, create custom permission sets:

1. Navigate to Dashboard > Team > Roles
2. Click Add Role
3. Enter a role name
4. Toggle individual permissions on or off
5. Save the role

Custom roles can be edited or deactivated at any time. Deactivating a role does not remove it from employees who are already assigned to it -- you must reassign those employees to a different role.

Employee Roles (Time Tracking)

Employee roles are separate from access roles and are used for time tracking categorization. They allow you to track hours by job function (e.g., "Guide", "Cashier", "Maintenance").

To manage employee roles:

1. Navigate to Dashboard > Team > Roles
2. Under the Employee Roles section, click Add Role
3. Enter a role name
4. Toggle Is Active to control whether the role appears in the clock-in dropdown

Each employee role has:

Hourly Wage

Each employee role can have an optional hourly wage attached to it. When set, the system automatically calculates earnings for each shift based on hours worked multiplied by the wage rate.

The wage is snapshotted at clock-in time -- meaning the rate recorded on a time entry is the rate that was in effect when the employee clocked in. If you update a role's wage later, existing time entries keep the original rate. This ensures historical payroll data remains accurate.

To set or update a wage:

1. Navigate to Dashboard > Team > Roles
2. Click edit on an employee role (or create a new one)
3. Enter the Hourly Wage amount
4. Save changes

Leave the wage field blank for roles where pay tracking is not needed.

Employees can select an employee role each time they clock in, and administrators can assign roles when creating or editing time entries.

Default Employee Role

Each team member can have a default employee role set on their profile. When they clock in, this role is pre-selected in the dropdown, saving time for employees who typically work the same role every shift.

Editing Employee Details

1. Navigate to Dashboard > Team
2. Click on the employee's name
3. Update any profile fields
4. Save changes

Changes to access roles take effect immediately the next time the employee loads the dashboard.

Deactivating Employees

Rather than deleting employee records (which would remove associated time entries and audit history), deactivate employees who are no longer with your organization:

1. Navigate to Dashboard > Team
2. Open the employee profile
3. Toggle the account to inactive

Deactivated employees cannot log in but their historical data is preserved.

Facilitator Assignment

Team members marked as facilitators can be assigned to activities and appear in the scheduling system. When an employee is designated as a facilitator:

• They appear in the facilitator assignment list on activities
• They can be assigned to specific locations
• The system automatically detects scheduling conflicts when facilitators are double-booked
• Facilitators can view their own upcoming schedule from their dashboard

See Facilitators & Guides for details on scheduling and conflict detection.

Multi-Location Considerations

In businesses with multiple locations:

• Employees can be assigned to one or more locations
• Location assignment controls which location's data they see when logged in
• Administrators can view and manage team members across all locations
• Time entries are recorded at the location where the employee clocks in

See Multi-Location for details on location-level team management.

Related How-To Guides

• Add a Team Member
• Configure Roles and Permissions
• Clock In and Out