Add a new employee and send their invite - Getting Started for Managers
When a new employee joins your team, the first thing they need is a profile in 7shifts. Until their profile exists and their invite is accepted, they won't appear on your schedule or have access to the app.
Phase 2 - Run your first schedule
Build and publish a scheduleManage availability and time-off requests- Add a new employee and send their invite (you are here!)
Things to know
Important: Managers can only add employees with a user level lower than their own, and only within locations they're assigned to. If you need to add another Manager or Assistant Manager, ask your Admin.
- Invitations are sent by email. The email address you enter on the employee's profile is what they'll use to log in. Confirm it's correct before sending.
- Invitation links expire after 5 days. If an employee hasn't accepted within that window, resend the invite from their profile.
- An employee's profile can be saved before the invitation is sent. This lets you set up the profile in advance and send the invite when the employee's start date arrives.
- If you experience any restrictions when adding employees to a specific location or department, it's likely due to the permissions assigned to you by the Admin. In this case, reach out to your Admin for assistance.
Add a new employee profile
- In the left navigation bar, click Team.
- Click Add Employee at the top right of the Team page.
- Enter the employee's first name, last name, and email address. These fields are required.
- Set the employee's user type. For most new hires, select Employee.
- Assign the employee to the correct location and department. This assignment determines which schedules the employee appears on.
- Assign the employee's role or roles. Roles determine which shifts the employee can be scheduled for.
- Enter the employee's wage if you have that information. Wage data feeds the Labor Budget Tool. Incomplete wages will reduce the accuracy of your labor cost projections.
- At the bottom of the modal, select Invite Employee to 7shifts to send their account access invitation. If your Admin has enabled Employee Onboarding, you'll also see a Send onboarding package checkbox. Select it to send their onboarding documents at the same time.
- Click Save and Send Invitation to create the profile and send the invitation immediately, or Add and onboard employee if you selected the onboarding package option.
If your Admin has enabled Employee Onboarding, you can send new hires a digital onboarding package directly from 7shifts. Packages can include tax forms (W-4, I-9, and state-specific forms), payment method forms, and custom company documents. You can track completion, review submissions, and request edits if something needs correcting.
Important: Employee Onboarding is only available for US-based locations (excluding Puerto Rico). Managers need the following permissions to use this feature: Can add employees, Can edit employees, Can manage employee documents, Can manage and pay for Employee Onboarding, and Can view wages.
If you added an employee without sending a package, you can send one later from the Onboarding page.
- In the web app, go to Team > Onboarding.
- Click Send new package.
- Select the location and the employee. Employees with a package already in progress cannot be selected.
- Select the payroll classification for the employee.
- Review the documents and click Send package. The employee receives an email with instructions to complete their forms.
Note: Onboarding packages can only be created and sent from the web app. Employees can complete their documents on mobile. You can track progress and review submissions from Team > Onboarding.
Confirm employees have accepted their invite
- In the left navigation bar, click Team.
- Click on the Invite Employees button at the top of the page. This will send out an invitation to users in the account who have not previously accepted an invitation:
- Or, Use the dropdown menus to filter their profile status by whether their invite is pending, accepted, or expired.
- If an employee's invite has expired, hover over their name and click Resend Invite, or open their profile and resend from there.
- Ask the employee to check their spam or junk folder if they haven't received the invite after a few minutes.
Tip: You don't need to wait for an employee to accept their invitation before scheduling them. Add the profile, assign their shifts, and publish. They'll see the schedule once they log in.
Troubleshooting
The employee isn't appearing on the schedule after you added them
The employee's department assignment determines which schedule roster they appear on. Open their profile under Team, confirm their department is set correctly, and save the profile again.
The employee says the invitation email never arrived
Ask the employee to check their spam or junk folder. If the email still isn't there, confirm the address in their profile is correct and resend. If the email address itself was wrong, update it in the profile before resending. Invitations go to the address on file at the time of sending.
What's next
Your new employee is in 7shifts and their invite is on the way.
Your next step is to approve punches and manage the time clocking view. Once your team is scheduled and clocking in, this is how you confirm their hours are accurate before payroll.