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Create a New Employee

Create a New Employee 

Create an Employee so that their data can be represented in WorkLoud. This is an essential basic building block and is necessary for many other scheduling and time and attendance workflows. 

 

Enter Employee Details

1) Click on the Administration icon from the navigation menu, then select Employee Management in the Employee Management section.

2) Press the Add New button.

3) Enter the employee’s First Name, Last Name, Seniority, and Primary Organizational Units.

Note: All other fields are optional.

 

Add Employee to Employee Groups

The newly created Employee can be added to an Employee Group by either adding the group through the Employee Profile or through adding the employee through the Group Profile.

1) Select the corresponding Employee Group from the Member Of drop-down in the Employee's Profile.

 Screen_Shot_2017-04-09_at_12.16.03_AM.png

2) Select the employee from the Group Of drop-down, in the Employee Group.

Screen_Shot_2017-04-09_at_12.17.20_AM.png 

 

Set Employee Qualifications

Employees qualifications need to be created and adjusted as necessary. Qualifications can existing for different types of entities: Jobs, Job Locations, Shifts, etc.

Note: Employees will not be scheduled to Jobs, Job Locations or Shifts they are not qualified for.

1) Click on the Administration icon from the navigation menu, then select the Qualifications option from the Employee Management section.

2) Select the desired entity item to qualify employees for from the Qualifications drop-down.

 Screen_Shot_2017-04-09_at_12.20.49_AM.png

3) Select the desired employee from the Employees panel and select the checkboxes next to the desired qualifications in the righthand side panel.

 Screen_Shot_2017-04-09_at_12.24.00_AM.png

Note: Employees may also be qualified to entity items by first selecting the entity item then selecting the desired employees.

4) Press the Save button.

Note: Be sure to repeat this step for all other desired entities, such as Shifts.

 

Assign the Employee to a Training Shift

The easiest way to assign an Employee to training is by manual scheduling the Assignment.

1) Click on the Scheduling icon from the navigation menu, then select Roster in the Schedule section.

2) Select the desired Day field, corresponding to the Trainee.

3) Select Create Assignment.

 Screen_Shot_2017-04-09_at_12.28.21_AM.png

4) Define the Shift and Job Location. (Shift and Job for Public Sector)

Note: The user can create custom time frames by pressing the sideways Arrows.

5) Check the Locked check-box. This ensures that the Job post won’t be affected during automated scheduling.

Screen_Shot_2017-04-09_at_12.31.52_AM.png 

6) Press the Save button.

 

Allow Base Schedules

1) Click on the Administration icon from the navigation menu, then select Base Schedule Management option in the Employee Management section.

2) Then click on Base Schedule Allowances tab.

3) Allow the Employee to Base Schedules by selecting the Employee and clicking the checkboxes next to the desired Base Schedules on the right.

 Screen_Shot_2017-04-09_at_12.33.58_AM.png

4) Press the Save button.

 

Assign Base Schedules

1) Click on the Administration icon from the navigation menu, then select Base Schedule Management option in the Employee Management section.

2) Then click on Base Schedule Assignments tab.

3) Select the Employee from the left side and press the Assign button on the right side next to the desired base schedule.

Screen_Shot_2017-04-09_at_12.35.29_AM.png

 

Add Employee Leave Balance

1) Click on the Leave Management icon from the navigation menu, then select Balance Management in the Balances section.

2) Press the Bulk Edit button in the top left.

3) Select the box or boxes that you wish to associate for the target employee(s) and leave type.

Note: if you desire to select the entire column or row, click on the column header (leave type) or the row header (employee), respectively.

Screen_Shot_2017-04-09_at_12.41.00_AM.png 

4) Then press the Balances button in the top left.

 Screen_Shot_2017-04-09_at_12.44.57_AM.png

5) Select Add Balance from the Action drop-down, populate the number of leave units in the Amount field (pick appropriate unit measure) and indicate the effective date and time in Effective Date field.

Note: if the Action is valid starting from now, leave the Effective Date field blank.

 Screen_Shot_2017-04-09_at_12.46.30_AM.png

6) Press the Ok button.

7) Press the Save button.

Note: To subtract a leave balance from employee(s), follow all of the steps above, but in step 4, select Subtract Balance option from Action drop-down.

 

Create a User Profile

1) Click on the Administration icon from the navigation menu, then select Users in the User Security section.

2) Press the Add New button.

3) Enter the Name for the security profile.

Note: This will be the display that the employer sees when assigning Employee security identifications, it is not the Employee log-in.

4) From the Homepage drop-down, select Employee Calendar.

Note: This is the page that the Employee will see upon login.

5) Press to the Username/Password tab.

 Screen_Shot_2017-04-09_at_12.48.03_AM.png

6) Press the Plus button.

7) Enter a Username and Password.

Note: These are the Employee’s login credentials.

8) Press the Save button directly to the left of the Username.

 Screen_Shot_2017-04-09_at_12.50.02_AM.png

9) Press the Save button to save the User Profile.

 

Assign User Access Roles

1) Click on the Administration icon from the navigation menu, then select Role Assignments in the User Security section.

2) From the drop-down menus, select the Organizational Unit Role.

3) Press the Plus button.

4) Press the OK button.

Note: For Employees, best practice is to assign two Roles at the Organizational Unit level.

These two Roles are Employee Role and View Only Role. System Administrators only need to be assigned Admin at the Domain level.

5) Press the Save button in the top left corner.

 

Associate the User Profile with the Employee

The final step is to associate the newly created user profile with the Employee.

1) Click on the Administration icon from the navigation menu, then select Employee Management in the Employee Management section.

2) Select Edit for the Employee you wish to associate the user profile to

 Screen_Shot_2017-04-09_at_12.55.43_AM.png

3) From the Security Identity drop-down, select the user profile.

 Screen_Shot_2017-04-09_at_12.57.19_AM.png

4) Press the Save button.

 

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