How to add and import employees
Whether you are adding a single team member or importing an entire staff list, 7shifts helps you create digital Employee Profiles to manage personal information, assignments, and wages in one central record.
Things to Know
Important: Managers and Assistant Managers must have the "Can add employees" permission enabled to use these features.
- Admins must set up the Account Structure, including Locations, Departments, and Roles, before adding employees.
- 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.
- If an employee has multiple wages, you must enable Wage-based Roles in Company Settings under Labor & Compliance.
- When adding employee details:
- 7shifts does not allow multiple users within the same account to have the same First and Last name.
- 7shifts requires every employee to have a unique name and a valid email address to log in.
- A mobile numver is required to receive SMS and push notifications.
Add employees individually
- Log in to the 7shifts mobile app, tap the Menu icon
, and select My Team.
- Tap the + icon.
- Select Add on my own to enter details manually, or Add from contacts to auto-fill the name, email, and phone number from your device.
- Enter the employee's name, email, mobile number, and wage information.
- 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:
- When selecting a Role, you'll have the ability to unassign them from the department, or set them to 'don't appear on schedule':
- When selecting a Role, you'll have the ability to unassign them from the department, or set them to 'don't appear on schedule':
- Update their user type, add HR and Payroll Information (i.e. wage), or add any notes about this Employee.
- Tap Save to create the Employee Profile.
- Log in to the 7shifts web app and head to Team.
- Click the green + Add Employee button.
- Enter the profile information including name, email, mobile number, and wage.
- 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 Invite the employee to 7shifts to send their login details immediately, or uncheck this to send them an invite later.
- Choose to Send onboarding package if sending an onboarding package:
- Select Add employee. 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:
Add employees from the Schedule
- Log in to the 7shifts web app and select Schedule in the left navigation bar.
- Select Add Employees in the top left and click Create new employees:
- In List by Role or List view
, you can also click + Add Employee directly within the schedule rows:
- Enter the employee's name, email, mobile number, and designated Roles:
- (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 save the profiles and begin scheduling shifts immediately.
- 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 employees at once
- Log in to the mobile app, tap the Menu icon
- Tap the + icon and select Add from Contacts:
- Allow 7shifts to access your device contacts by selectin OK:
- Select the names you wish to import:
- Tap Next and assign each individual to their Locations, Departments, and Roles:
- Tap Save and Next Employee until all contacts are configured.
- Tap Done and choose when to send the account invitations:
When importing multiple departments and roles, list them in the spreadsheet separated by commas. If the Wage-based Roles setting is enabled, you must input the wage for each role separated by a comma following the exact same order as the roles (e.g., the 1st wage listed will be assigned to the 1st role listed, the 2nd wage to the 2nd role, and so on).
Note: The web importer supports a maximum of 250 employees per upload. For files with many role assignments, try batches of 20.
- Head to Team >Employees > Import.
- Download the 7shifts template and fill it out with your employee data. Ensure that your team members are assigned to all the Locations, Departments, and Roles they will require access to in 7shifts:
- Upload the completed .xlsx file and click Begin Import.
- Review any errors by hovering over them. Fix errors in your file:
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.
Caution: You cannot update existing employee profiles by re-uploading an import file; changes to existing users must be made manually in their profiles.
Next Steps
Once your employees are added, you can begin assigning shifts on the schedule or send them their first announcement via 7shifts Messaging.