In this article, we will dive into employee management and how you can keep your employee data in Schedule Xpress fully optimized.
This article will cover the following on employee management in Schedule Xpress:
You'll need to click on the Manage people tab to gain access to adding employees in Schedule Xpress.
You will see the options to Add employee and Quick add multiple. Add employee is the best option for adding a singular employee, whereas Quick add multiple provides a great option for those looking to add multiple employees.
Note: If you have no employees in your database, the page will show completely blank.
Your license count is the number of employees you're licensed to have accounts for within your system.
When you attempt to add an employee that will exceed your license count, you'll be warned that your current license count requires an upgrade in order to perform the action.
Note: Your inactive employee accounts count towards your active total. For every archived account, you'll free up 1 additional count.
You can read more about this in our Adjusting your Employee or Admin Licenses article.
If you're looking to add or reduce your license count, visit our Managing your license count article for more information, or Contact Support now.
You can use the search bar and filters to find your desired employee(s).
The filters you can use are by:
The grid layout can also be adjusted by dragging the separators between columns, dragging the column headers, using the filter (funnel), and clicking on the column headers to sort the list.
Column separators and funnel:
At the right edge of the column headers is a three dots icon that allows you to choose which columns to show in the grid.
Employee profile details
To see all the details of an employee, you can click on their profile in Manage people. This will open with all the details about the employee.
You can either click on the options in the panel across the top, or simply scroll down to navigate through the details.
You can click the settings cog, which will take you through to the Employee form.
The Employee form allows the user to choose the details they want to see inside their profile. For example, Contact, References, Qualifications.
Here, you can choose which ones you'd like to include.
The employee’s photo will be shown if the employee has uploaded their photo in Team Xpress. The default otherwise is their initials. See the two examples below.
To change any of the information for a single employee, click on the employee in Manage people. When inside the employee's profile, click Edit employee. This will put you in update mode.
You can then edit this employee.
Updating multiple employees at once
To change information for multiple employees at once, put checkmarks on the employees you wish to change. The click Update employees.
You can choose the field you wish to change, and then make the relevant change to the field selected. Then, press Update employees.
Note: Only the exact same change can be made when bulk updating employee details.
Deleting an employee is never recommended, but the option exists if you make a mistake and wish to remove an account.
Note: Only employees with no shift history can be deleted. However, we recommend archiving employees as this keeps their history for any future references, and also reduces you license count by 1 per employee.
To delete an employee, put a checkmark at the left edge of the employee's account, and then select the Delete option from icon at the top-right of the page.
Alternatively, you can edit the employee and press delete inside of the profile.
Within the General info section, there are different statuses that can be assigned to an employee within their profile.
Active: This is the status for all employees who are actively working with your organization. Each active employee counts towards your total employee license count.
Inactive: This is the status for employees who you want to keep accessible but may not be currently working for you.
Archived: Archiving is for employees that no longer work for you actively, but whose data you need to retain.
You can make these changes by using the dropdown above the select their Status, and press save. Alternatively, you can can bulk update the employees' Status at once.
Let's discuss more benefits on archiving employees.
If you have an employee who no longer works for you, we recommend archiving them. This way you keep their historical data, retain their data and can reactivate them if they rejoin. Depending on your location, you may also be required to keep employee information for audit purposes. This is where archiving an employee is very useful.
There is no cost associated with archiving an employee and those employees who are archived do not count towards your employee license count.
For more information on employee management, Contact Support now!