Manage people

All you need to know about managing your employee accounts in Schedule Xpress

C
Written by Celayix Support
Updated over a week ago

Manage people is home to all your employees and Users (admins) in Schedule Xpress. You can manage all of your employees and admins data from this section.

Manage people in Schedule Xpress

In this article, we'll look into the following on Manage people in Schedule Xpress:

Your Manage people

Manage people - Employees

Manage people - Adding employees

Manage people - Administration (Users)

Exporting to PDF or Excel


Finding your Manage people

You can find your Manage people on the command strip on the left-edge. It appears as two people with a settings cog.

Manage people icon on the command strip in Schedule Xpress


Your employees and users in Manage people

Your employees and Users will be listed in the Manage people section. You can switch between Employees and Administration sections to view the one you require.

List of employees in Manage people

You can use the search bar to search for a specific employee or User.

Using your search bar to search for employees in Manage people

Display columns

You can select and deselect columns to display using the 3 dots at the top-right of the grid.

You can adjust your display columns to present the information you want to see in Manage people

Switching between Employees and Administration

Manage people is home to both employees and Users (admins). You can switch between the two at the top of your screen.

You can switch between Employees and Administration in Manage people

Manage people - Employees

Let's break down how you can manage your employees inside of Manage people.

Employee filters in Manage people

You'll have the following filters available in the Employees section of Manage people:

  • Employee status - You can choose to view employees who are Active, Inactive or Archived.

  • Show employees - You can check mark specific employees so that you only see their profile in the Manage people list.

  • Show groups - You can check mark specific groups so that you only see employees who belong to these groups in Manage people list. This may be Full-time, Part-time and Volunteers.

  • Show departments - You can check mark specific departments so that you only see employees who belong to that department in the Manage people list. This may be HR, Marketing and Operations.

  • Filter qualifications method - Filter qualifications method allows you to search for employee profiles with expiring qualifications. Examples you can search are Expired qualifications, or Expiring within 7 days.

  • Show qualifications - You can search for employee profiles that possess a particular qualification.

  • Filter availability method - You can choose to search for employees who do or do not have availability within a given time period.

Employee filters in Manage people

Once you select an option within a filter, ensure you press Apply to activate the search.

Check mark an option in a filter, and press Apply to activate it

Clear all filters

If you've chosen a filter to display, you can click Clear all filters to remove them. This will show all your employees' data again.

Clear all filters removes any filters in place

Employee quick view

You can use the Employee quick view to see basic employee information within your Manage people. You can click the employee counter to view this information.

Note: Please Contact Support if you require this feature.

You can click the employee counter in Manage people to see the Employee quick view fields

Employee Schedule view in Manage people

You can view an employee's schedule from within their profile in Manage people. Head inside an employee profile and you can toggle between Profile and Schedule.

This section will allow you to see Availability, Processed Time off and Shifts for the employee.

Employee Schedule view in Manage people

Date range in Employee Schedule

You can select a date range to show the employee's Availability, Processed Time off and Shifts over a chosen period.

Date range in Employee Schedule view in Manage people

Display options in Employee Schedule

You can choose to show Availability, Processed Time off and Shifts by ensuring they're check marked in your Display options.

You can also choose preferences for Grid display and Shift statistics.

Display options in Employee Schedule view in Manage people

You'll notice that the example schedule in the below image shows Availability, Processed Time off and Shifts within the employee's schedule.

Availability, Processed time off and Shift in Employee Schedule view in Manage people

Refresh schedule in Employee Schedule

You can Refresh the employee's schedule to ensure it is in its most current state.

Refresh schedule in Employee Schedule view in Manage people

Export in Employee Schedule

If you want to export an employee's schedule, you can click the Export option toward the top-right.

You can export in PDF or Excel.

Export in Employee Schedule view in Manage people

Adding employees

You can add an employee by clicking either Add employee or Quick add multiple.

Add employee

Add employee allows you to define every detail that is required for the employee.

Add employee allows you to define all fields for employees

The details you can fill, are:

  • General info - Information like First name, Last name, Employee ID and Status.

  • Contact - Home address, email address and mobile phone numbers.

  • Settings - Employee group, default customer, site and service, time zone and workdays.

  • Accounts - Username and Update Team Xpress account for passwords changes/invites.

  • Personal info - Personal information if required.

  • References - References can be used to input additional information if a field is not already available for it.

  • Registrations - Registrations can be used for vehicle information.

  • Hiring history - Start date, End date and Termination reason.

  • Pay info - Department, Position, Employee type, Pay cycle and Seniority is added here.

  • Pay rates - Pay rates per service.

  • Max hours - You can input a daily, weekly or monthly max hours to cap how many hours an employee works. Your Schedule will warn you if a shift will make the employee exceed their allocated max hours.

  • Qualifications - Qualifications for this employee, including an effective date and an expiry date.

  • Availability - Availability records for the employee. These can be submitted by them, or created by a User.

  • Restrictions - You can use Restrictions to restrict employees from working at particular sites.

The list of sections in the employee profile will show at the top

Employee form

If you want to add or remove any of the sections, you can do so in the Employee form.

The Employee form is a Settings option which allows you to define the fields shown in the employee profile

It can also be access from your Schedule Xpress Settings.

Employee form in Settings in Schedule Xpress

Employee form sections visibility

Once inside, you can define which sections to include in the employee profile by selecting or deselecting in the Employee form sections visibility.

Employee form section

Quick view form fields set

The Quick view form fields set allows you to determine which employee fields are displayed in the quick view section of their profile.

The Quick view form fields set allow you to define the quick view fields in the employee profile

They will display below the profile icon, as below.

These are the quick view fields in the employee profile

Quick add multiple

Quick add multiple is the fastest way to create an employee account. You only need to fill out the required fields.

Quick add multiple in Manage people

The required fields to create an employee account trough:

  • Employee ID (unless you have auto-numbering)

  • First name

  • Last name

  • Email or SMS

  • Employee group

  • Send invite via (optional)

Adding an employee through Quick add multiple

Adding multiple employees with Quick add multiple

If you want to add multiple employees at once, then you can press Add employee in Quick add multiple. This will allow you add as many as 10 employees at one time.

You can add multiple employees at once in Quick add multiple

Sending Team Xpress invites

You can send Team Xpress invites to your employees in multiple ways through the Manage people section.

Send new invite

The first option is to check mark the employee in the Manage people list, and click Send new invite.

Send new invite in Manage people

You'll then be able to choose whether to send the invite via email or SMS.

Sending new invite is used when bulk inviting employees

Sending invite from Accounts section of employee profile

You can also send a Team Xpress invite through the Accounts section of the employee profile by choosing Send new invite under Update Team Xpress account. Then choosing email or SMS.

You can send an invite from the Accounts section of the employee profile

Sending an invite in Quick add multiple

You can also send a Team Xpress invite to an employee while creating their account in Quick add multiple.

You can send an invite while creating an employee account in Quick add multiple

Making an employee Inactive or Archived

If you no longer require an employee to access their Team Xpress account, you can make them Inactive or Archived. Here are the differences between the two:

  • Inactive - Inactive is used to temporarily block an employee's access to their Team Xpress account and to stop the account from being scheduled. Inactive still counts towards the Active total, so this option is likely to be used if you expect the employee will return to work soon.

  • Archived - You will Archive an employee if you no longer need them to be scheduled or have access to their Team Xpress account. This is used when an employee leaves your company, however, Archiving them allows you to store all the historical data. And you can make the account Active again if the employee ever returns to work for you.

To make an account Inactive, you must visit the employee profile and change their Status to Inactive. Press Save to complete.

Making an employee Inactive or Archived from within their employee profile

To make an account Archived, you must visit the employee profile and change their Status to Archived. Press Save to complete.

Making an employee Inactive or Archived from within their employee profile

If you want to make two or more accounts Inactive or Archived, you can check mark them in your Manage people list, and click Update employees.

You can bulk update employees profile to become Inactive or Archived in Manage people

Then, choose field Select fields to update as Status, and Status as Inactive or Archived.

Choose the Select fields to update as Status and then Status as Inactive or Archived

Making an Inactive or Archived account Active again

If you need to make an Inactive or Archived account Active again, you'll first need to locate the account using your Employee status filter.

Visit your Inactive or Archived profiles to make the employee(s) Active again

Choose Inactive or Archived, then press Apply.

Selecting to visit the Archived section of your Manage people

You'll see the account(s).

Archived accounts will be listed in the Archived section of Manage people

Head inside the profile section of the account you want to make Active again and change the Status to Active. Then press Save.

Changing the account from Archived to Active from within the profile

Please be aware that you'll need to send the employee a new Team Xpress invite.


Deleting an employee

If you want to delete an employee, check mark the employee, click your wrench tool and press Delete employee.

Note: We don't encourage that you delete employees if they have past history, such as having worked shifts in your Schedule. The system will warn you that you need to delete the shifts associated in order to delete the employee, which means you'll lose all the prior shift history. The best option is to make your employee Inactive or Archived if they're no longer working at your company.

Deleting an employee in Manage people

You can also delete an employee from within an employee profile.

Deleting an employee within the employee profile in Manage people

You'll be asked to confirm that you want to delete the employee. Once you proceed, you'll be given a confirmation that your employee has been deleted, or an error will explain why it couldn't be deleted.


Manage people - Administration (Users)

The Administration section of Manage people operates in the same way as the employee section.

Administration tab is home to all Users (admins) in Manage people

Administration filters in Manage people

You'll have the following filters available in the Administration section of Manage people:

  • Access role - A User account can be Full Admin or Manager. Full admin has access to see all employees, sites and services, and use all the features in Schedule Xpress. A Manager has access levels that are defined by the Record access and Feature access groups that they're assigned to.

  • Status - Active or Inactive. Inactive operates the same as Archived does for employees, in that it frees up an additional license space if a User is made Inactive.

  • Administration Users - This filter shows a list of all of your Users. You can select which ones you want to show by check marking them.

  • Record access - The Record access groups associated with the Users.

  • Feature access - The Feature access groups associated with the Users.

Admin filters in Manage people

Once you select an option within a filter, ensure you press Apply to activate the search.

Selecting a filter and pressing Apply

If you've chosen a filter to display, you can click Clear all filters to remove them. This will show all your User data again.

Clear all will remove all filters and show all User data again

Adding Users

You can add Users by clicking the Add user option in the top-right corner.

Add user in Manage people

Please refer to our Adding a User in Schedule Xpress article for more information.

Add user fields required to create User account

Exporting your employees to PDF or Excel

You have the option to export your employees to PDF or Excel. Users can only be exported to PDF.

Ensure you chosen your columns to display prior to exporting, as the information in your export will be the same as displayed on screen.

You can choose PDF or Excel export (for employees) by clicking your wrench tool > Export > PDF export or Excel export.

PDF and Excel export is located in the wrench tool in Manage people

PDF export:

Example of PDF export from Manage people

Excel export:

Example of Excel export from Manage people

For more information about your Manage people module, please Contact Support now!

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