Setting Up Your Business

Everything on this page lives in Settings on your Mac.

Departments

Departments group your employees, for example "Cleaning" or "Maintenance". You can filter employees, schedules, the calendar and reports by department.

1. Go to Settings → Departments
2. Click Add Department
3. Enter a Department Name and an optional description, then click Create

Each department shows how many employees are in it. Right-click a department to edit or delete it.

Locations

Locations are the places your team works: your office, a warehouse or a customer's site. When a shift has a location, employees must be close to it to clock in.

1. Go to Settings → Locations
2. Click Add Location
3. Enter a Location Name and the Address
4. Check the Timezone. It's detected from the address, and you can change it
5. Click Create Location

Each location has a 100 m geofence around its address. An employee who tries to clock in from further away is told how far they are and can't clock in until they're closer. Clocking out is always allowed, and the distance is recorded.

The Free and Starter plans include 1 location, Pro includes 3 and Business is unlimited.

Services

A service is a kind of work you do, like "Office Clean" or "Night Patrol". Every shift has a service, which sets what you bill the customer and which employees can work it.

1. Go to Settings → Services
2. Click Add Service
3. Fill in the details:

Shift tasks

A service can have a checklist of tasks for employees to work through on each shift, like "Empty bins" or "Lock the back door".

1. Edit a service and open Shift Tasks
2. Click Add Task and give it a title and an optional description
3. Turn on Required for tasks that must be done

Employees see the list on their iPhone and tick tasks off as they work. They can complete tasks during the shift or up to 48 hours after it. Required tasks are highlighted and tracked separately.

Employee pay rates

A pay rate links an employee to a service and says what they're paid to do it. An employee only appears as an option on a shift if they have an active pay rate for that shift's service.

1. Go to Settings → Employee Pay Rates
2. Click Add Pay Rate
3. Choose the Employee and the Service. These can't be changed later
4. Choose the Employment Type:
   • Hourly: paid for hours worked
   • Salaried: a fixed salary, not based on hours. Choose the amount and the pay period (annual, monthly, bi-weekly or weekly)
   • Contractor: an independent contractor, paid per service
5. For hourly and contractor rates, choose the Pay Type (Hourly, Per 15 Minutes, Per Visit or Flat Rate) and the Pay Rate. A preview shows what 8 hours or a 40-hour week works out to
6. Set the Effective Date, and an end date if the rate is temporary
7. Click Save

Inactive pay rates aren't used for payroll. You can also see and add an employee's pay rates from their profile.

Importing from CSV

If your team is already in a spreadsheet, you can import it instead of typing it in.

1. Go to Settings → Import Data
2. Work through the four steps in order: Departments, Locations, Services, then Employees. Later steps can refer to what you imported earlier, such as an employee's department
3. For each step, click Download Template to get a CSV file with the right columns
4. Fill it in, then drop the file onto the window or choose it with the button
5. Check the preview. It shows how many rows are valid and lists any errors, row by row
6. Click Import

Rows with errors are skipped, so you can fix them in the file and import it again. The CSV Column Format table on each step lists every column, whether it's required and what it expects.