By now you are familiar with the scheduling page and next you will learn how to create shifts. Before diving into that, the next step is learning how to add employees that you will allocate to those shifts. Let's go into adding employees to your account.
Note: Free trial accounts are limited to 10 employees for the trial period to give you enough employee slots to get an overview but not overwhelm the data entry! During your on boarding process, we can add the remainder of your staff.
Helpful hint: Make some 'fake' employees to begin to get a good overview of how to use Celayix.
This article will cover the following steps in adding and editing employees in Schedule Xpress:
From the main page, select the Manage People icon on the left hand side.
From here you will open up to a blank page where you have a few options on the top of the page:
Methods of Adding Employees
There are two main ways to add employees, by the Quick add multiple and the Add employee for individual additions.
The Quick Add Multiple is a great option if you only need minimal information and want to come back to add more information later.
The Add Employee is best for adding all details you may need.
Note: You can only add employees if you have enough free space. If you receive the below message, it means that you will either need to archive employees or visit our Adjusting Your Employee or Admin Licenses article.
Quick Add Multiple
From the Manage Employees tab (gear icon on the left hand side), hit the Quick Add Multiple.
When you press the Quick add multiple button, you are presented with a form that allows you to add multiple employees quickly, entering the minimum information required for each employee.
Note: SMS is disabled for free trial accounts but is an add on feature, please use e-mail for the free trial!
After entering the information for the first employee, press the + Add employee item on the left to continue adding more employees to the form.
When you press the orange Add 2 employees button at the bottom right, the employees will be added, and invitations will be sent to the employees to confirm their Team Xpress accounts. Please make sure to only send to those you wish to activate an account.
The other way to add employees is one-by-one. This is also where you can edit an employee's information as discussed in help guide Employee Management. This option is great for adding all necessary detail fields.
Press the Add Employee button from the the main screen:
When you start to add a new employee you have an empty form. It has a number of sections that you can complete. E.g., General Info, Contact, Settings, etc. At the right hand edge there is a gear icon that lets you choose which sections you want to show.
Let's dive into the different sections.
Tip: if you already have a HR system, you may not need to keep much information in Celayix beyond the mandatory fields. However, we have an extensive list should you want to use your Celayix system as the system of record. We have formatted this page to include both mandatory and recommended fields to achieve whichever goal you have for your organization.
1. General Info
This is the most basic information that every employee must have.
In general information, all fields are mandatory:
Employee ID (this will be auto generated if your database is configured to do so),
Short name (this will be auto generated if not supplied).
Status (defaults to Active if not supplied when adding an employee).
See Employee Management for what these statuses mean.
This is the information for contacting the employee by phone, email, or by regular mail.
No fields are mandatory here, however here are a few we highly recommend.
Email - very important if using Team Xpress for this Team Member or e-mail communications.
Important Note: You must include Mobile phone and/or Email in order for the employee to be sent an invitation to set up their Team Xpress account. As well, consent tabs must be clicked to receive Email or SMS (when purchased).
Optional fields: Address line 1, Address line 2, City, State/Province, Zip/Postal code, Country, Mobile phone (must include country code, 1 for North America), email
address, alternate phone, Phone type.
Display-only fields: Email consent checkbox, SMS consent checkbox. These are based on the responses that the employee gives when setting up their Team Xpress account.
Tip: If alerts are configured to go to the employees, then they will be sent to both the Mobile phone and the Email address. This is where that data can be edited.
In the settings section of this page, decide on some basic settings regarding what the employee can do, and which users can schedule the employee. All fields require a response and will be set to system defaults if not assigned.
As seen above, all fields will be set to default values during Add Employee, if not specifically adjusted.
Security group is a setting that describes what the employee can do in Team Xpress. It relates to the Employee Security Groups settings in the main Settings area of Schedule Xpress. To dive into this check out our Security Group help page.
Managed by record access groups is a setting that relates to User Access, In User Access, configure the users who can access this employee. See our documents on access below:
If the employee is permitted to create unscheduled shifts when checking in, the default customer, site and service will be applied to the shift that is created. Permission to create unscheduled shifts is configured in the Security group.
This section is for the Team Member's account, also known as their Team Xpress account. This is where they will login to do their shift actions, check schedules, and more.
Optionally they may have a Voice Xpress account if you have our phone system.
Similar to Settings, here all fields are mandatory and will all be set to default values during Add Employee, if nothing is entered.
Team Xpress account username: the format of the account name is configured in the
Branch Defaults - General section of Settings.
The Team Xpress account status will change as the Team Member completes their sign up.
The Voice Xpress Account information can be ignored if you are not using Celayix Voice Xpress, our phone in system.
5. Personal Info
You may hold some personal demographic information in this section. This section is completely optional.
Mandatory: None. Optional to use if you would like to keep more information about the Team Member here.
You may record additional information about an employee which is not covered in the other sections. For example, a common item is the employee’s Payroll ID if Celayix will be linked with your payroll or billing system.
Mandatory fields: None
There are up to ten reference fields. You configure their names in the Codes Maintenance section of eTime Xpress. For help with this work with your Implementation Specialist or Contact Support now.
This section is for keeping track of up to six items such as driver’s license number, a security guard license ID, a certificate or permit. You configure the names of the items in eTime Xpress.
Mandatory fields: None.
8. Hiring History
You may keep track of when the employee started and stopped working for you.
Mandatory fields: None.
9. Pay Info
This section records optional information that may be used in other parts of Celayix for the payroll export.
Mandatory fields: Rate calculation (will set to Factor based if not specified)
Optional: The list of Departments, Positions, Employee types and Pay cycles are assigned by you. Pay stat and Pay OT are both checked ON by default.
10. Pay Rates
Employees can be paid varying hourly wages depending on the service they perform. Pay rates are optional and might not be used in your organization, depending on your package. Additional information about pay rates can be found in the Time & Attendance User Guide.
Note: For the moment, Combination Pay Rates must be configured in eTime Xpress.
11. Max Hours
This section provide a means to capping the number of hours that an employee can work in a day, week or month. This is not related to any overtime threshold, it is simply a way of limiting the number of hours scheduled.
For example, it might be necessary to ensure that Part Time employees are not scheduled for more than 25 hours per week.
Mandatory: None. If you check any box, then additional fields will become available to specify the maximum values.
This section allows you to record the skills, certifications and qualifications that an employee has. Typically you record these to ensure that only properly qualified employees are permitted to be scheduled into specific types of shifts. For example, to work as an armed guard the employee must have an armed qualification, or to work as a bartender the employee must have a ServSafe certification.
The qualifications that are required in order to work at any given site or service are configured in the relevant Site or Service setup.
Note: If there is an expiry date, employees cannot be scheduled for shifts beyond the expiry date that require this qualification. You will receive an error when trying to schedule them.