Add Employees

Updated September 20, 2024 13:31

Whether you're adding a single employee or importing a staff list into 7shifts, this article will walk you through each step to ensure that your team members are properly set up in the system.

Once completed, the information you enter will form their 7shifts Employee Profile - a digital record that contains all personal and work information.

⚠️ Before adding employees, make sure that you have set up your Account Structure. Learn more here.

SKIP AHEAD TO

Add Employees Individually
Add Employees from the Schedule
Add Multiple Employees at Once (Importing)
Employee Bulk Actions

Add Employees Individually

Manually enter their personal information and add one Employee profile.

Use the tabs to change your viewing preferences through the mobile or web app.

Log in to the mobile app > click on the menu icon in the bottom navigation bar > select My Team.
Tap on the + icon.

Choose to Add on my own or Add from contacts.

If...	Then...
You selected Add on my own	Manually enter their profile details.
You selected Add from contacts	Select a user from your device's list of contacts, and we'll auto-fill the first/last name, email, and phone number fields.

Key pieces of information to enter in the Employee's profile include:

First and last name
Email address (all staff will require a valid email address to log into 7shifts)
Mobile number (for SMS and push notifications)
Their assigned Locations, Departments, and Roles
Wage information - Once the Location field has been set, the Wage field will default to the corresponding minimum wage for that Location's state/province. Otherwise, you are able to remove/edit this figure to your discretion.

Add Assignments by selecting at least one Location, Department, and Role:
When selecting a Role, you'll have the ability to unassign them from the department, or set them to 'don't appear on schedule':
(optional) Update their user type, add HR and Payroll Information (i.e. wage), or add any notes about this Employee.
Hit Save to complete this Employee profile and add them to your team!

Log in to the web app > head to Team > click on the green + Add Employee button:
- Search for their profile, or use the filter options to view Employees of different categories
- Send them a message by clicking on the Message icon
- Reactivate their user profile if it's currently inactive
- Click on them to view or edit their information and assign them to additional Locations, Departments, or Roles
Enter the Employee's profile information in the pop-up window:

Key pieces of information to enter in the Employee's profile include:
- First and last name
- Email address (all staff will require a valid email address to log into 7shifts)
- Mobile number (for SMS and push notifications)
- Their assigned Locations, Departments, and Roles
- Wage information - Once the Location field has been set, the Wage field will default to the corresponding minimum wage for that Location's state/province. Otherwise, you are able to remove/edit this figure to your discretion.
Assign them to all of their respective Locations, Departments, and Roles. Users will only have access to the Locations and Departments they're assigned to:
Choose to Invite the employee to 7shifts to add them immediately. Alternativey, send them an invite later if you prefer:
(optional) Checkmark Send onboarding packge to send them
When you're ready, select Add employee and they'll immediately be added to the account.

If Send onboarding package was selected, click Add and onboard employee. You can use the default documents or edit the package to customize the contents being sent:

Adding a Manager? Click here to learn more about adding Managers.

Add Employees from the Schedule

Employees can be added directly from the schedule allowing you to add new Employees without navigating away from your current task. Schedule them for shifts without having to leave the Schedule page.

Log in to the web app.
In the left navigation bar, head to Schedule. From here, you have the following options to add new employees:
Select Add Employees in the top left > Create new employees:

If the user already exists in the 7shifts account, select Assign existing employees.
In theList by Role layout, +Add Employee will appear under each empty Role (with no employees added).
In the List layout, the +Add Employee option will appear below the existing list of employees on the schedule.

Fill in a few details for the Employee:
- First and last name
- Email address (all staff will require a valid email address to log into 7shifts)
- Mobile number (for SMS and push notifications)
- Their designated Roles that they will perform
(optional) Check the Invite employees via email/phone, or you can do this later from their profile if you're not ready.
Click Add Employees to confirm and save these new profiles.

From here, you'll be taken back to the Schedule page and can begin scheduling these employees right away. To input additional information for these employees such as wage, punch ID, skill level, etc. See steps here.

Add Multiple Employee at Once (Importing)

Bulk add Employees.

Use the tabs to change your viewing preferences through the mobile or web app.

⚠️ To import employees, Managers and Assistant Managers require permissions: Can add employees

⚠️ All staff will require a valid email address to log into 7shifts.

⚠️ If an Employee has multiple wages, you must first enable Wage-based Roles on the web app under Company Settings Labor & Compliance.

Follow these steps to import contacts from your phone:

Log in to the mobile app > click on the menu icon in the bottom navigation bar > select My Team.
Tap on the + icon > select Add from Contacts:
You'll be prompted to allow 7shifts to access your contact list. Select OK:
Tap on the contacts you want to import > tap on Next:
Assign this individual to the appropriate Locations, Departments, Roles, and User Type:
Tap on 'Save and Next Employee', to add Assignments for all your selected contacts.
Once you've completed profile information for the last contact, tap Done:
Choose to invite employees now, or later:
Success! You're all done.

If you have many employees, the quickest way to add them to 7shifts is to import them through our handy importer tool using an excel (.xlsx) spreadsheet, and following the template.

⚠️ To import employees, Managers and Assistant Managers require permissions: Can add employees

⚠️ All staff will require a valid email address to log into 7shifts.

⚠️ If an Employee has multiple wages, you must first enable Wage-based Roles under Company Settings > Labor & Compliance.

Head to Team > Employees > Import:
You can download an example of the template to fill out with your employee's Information. Ensure that your team members are assigned to all of the Locations, Departments, and Roles they will require access to in 7shifts.

⚠️ The import tool currently only supports a maximum limit of 250 employees per upload. If you have more than 250 employees, please upload multiple files by downloading sections of the template and importing them 250 at a time.
Next, upload your spreadsheet and click on Begin Import. Ensure that the file is in .xlsx (excel) format:
If you encounter any errors, view more details about what is required by hovering over them:

From there you may need to make changes to your Account Structure, or simply update the employee's information within the spreadsheet before that employee can be added.
After you've made any changes needed to your file, you can attempt to upload it again by clicking Re-upload file.

Alternatively, you can ignore these errors and still move ahead with adding just the employees that did not cause any errors, since they will already have all of the required details.

⚠️ Employees that triggered any errors will not be imported until those errors are fixed in your file.
(optional) Checkmark Invite employees to 7shifts via email/SMS to invite the employees to your 7shifts Account. However, this can be skipped if you prefer to manually invite your Employees later.
Click on Import Employees, and your employees will be populated into 7shifts.

Please note that any of the users added to 7shifts through this method are automatically set up as Employee user types only. Learn more about Adding Managers here.

❗️Once an Employee has been added, their user profile cannot be updated by re-importing/re-uploading their information. Any changes must be completed from within their user profile.

Adding Managers
Employee Bulk Editing

Notification Preferences (Web)
7shifts 101 for Employees (Web)

SKIP AHEAD TO

Add Employees Individually

Add Employees from the Schedule

Add Multiple Employee at Once (Importing)

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