Employees
Updated
Adding an employee
- Open Employees in the sidebar
- Click Add Employee (or press
⌘ N) - Fill in their details and click Save
| Section | Fields |
|---|---|
| Personal Information | Employee Number, First Name, Last Name, Email, Phone (optional) |
| Organization | Department and Location |
| Role & Status | Role (Employee, Manager or Administrator) and whether they're an Active Employee |
| Overtime | Whether they're Eligible for Overtime, and an optional override of your business-wide threshold and rate multiplier |
| Manager Permissions | For managers: which departments and locations they oversee |
Only active employees count towards your plan's limit: 5 on Free, 15 on Starter, 50 on Pro and 150 on Business.
To bring in a whole team at once, use Import Data.
Before you can schedule someone, give them a pay rate for each service they work.
Finding employees
Filter the list by Department or Role. A badge on Employees in the sidebar counts documents that are expiring or have expired (see Employee Documents).
The employee profile
Select an employee to see their profile. It shows:
- Their contact details, department, location and role
- A mini calendar of their week. Click a shift to see the visit and its time tracking
- Their pay rates
- Their documents
- Mobile Access: whether they've connected the iPhone app
From the toolbar you can Message them, Edit their details or delete them. Deleting an employee can't be undone.
Inviting an employee to the iPhone app
Employees connect to your business with a personal invite link. They don't need to create an account.
- Open the employee's profile
- Under Mobile Access, click Invite to Mobile App
- Copy the Invite Link, or click Send via Mail
- The employee taps the link on their iPhone. The Kwilio app opens and connects to your business
- Their schedule and time clock appear in the app
The profile shows when they've accepted. Click the refresh button to check again.
If the employee sees an error when they open the link, click Regenerate Link and send them the new one. The old link stops working.
Employee invites are sent from the owner's Mac. See The iPhone App for what employees see once they're connected.
Roles
| Role | What they can do |
|---|---|
| Employee | See their own schedule, clock in and out, and see their own time entries, all on iPhone |
| Manager | Manage employees and schedules, view reports and approve time entries, for the departments and locations you choose |
| Administrator | Everything, including settings, departments, locations and inviting users |
Office users who work on their own Mac are invited separately. See Office Users & Permissions.