There's multiple ways you can manage your employees on your Celayix platform. This article will walk you through how you can manage them effectively in Schedule Xpress.
In this article, we'll look into the following on how you can manage your employees:
Finding your Manage people
Adding employees
Sending Team Xpress invitations
Managing your employees
Finding your Manage people
You can manage your employees from within the Manage people section on the command strip. It appears as two people with a settings cog.
Let's look at the most important things you'll need to know.
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.
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.
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.
Quick add multiple
Quick add multiple is the fastest way to create an employee account. You only need to fill out the required fields.
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 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.
Sending Team Xpress invitations
You can send Team Xpress invites to your employees in multiple ways through the Manage people section.
Let's look at how you can send invites.
Send new invite
The first option is to check mark the employee in the Manage people list and click Send new invite.
You'll then be able to choose whether to send the invite via email or SMS.
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.
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.
Managing your employees
Your employees will be in one of three statuses:
Active - Active and in use.
Inactive - Inactive, so the employee has no access to their account. However, this still count towards your Active total.
Archived - Archived, so the employee has no access to their account, but you keep all the historical data within on your platform. This also frees up a license space to add a new employee in their place.
Let's look at how you can change an employee's status.
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.
To make an account Archived, you must visit the employee profile and change their Status to Archived. Press Save to complete.
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.
Then, choose field Select fields to update as Status, and 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.
Choose Inactive or Archived, then press Apply.
You'll see the account(s).
Head inside the profile section of the account you want to make Active again and change the Status to Active. Then press Save.
Please be aware that you'll need to send the employee a new Team Xpress invite.
Stats & Licenses info
You can use your Stats & licenses info to show you the number of Active, Inactive and Archived accounts within the branch. This will be located towards the top-left of your Manage people.
Alongside Active, Inactive and Archived employees, this option will also show your license info for all companies/branches. It will highlight the Licenses used and Available licenses for you to add more accounts across all branches.
For more information on managing your employees, please Contact Support now!