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Update Employee Profiles and Assignments

Updated

Occasionally, you may need to update an employee profile to revise their information or adjust their Location, Department, or Role assignments.

It’s important to keep Location, Department, and Role assignments current, as these settings control the user's 7shifts account access. Even if a user has Manager Permissions, their ability to view and make changes in the account is determined by these assignments

Click here to see an example! 
Taylor has recently been promoted from Server to a Shift Manager at the Downtown Location. To reflect their new responsibilities, update their employee profile by adjusting the following Location, Department, and Role Assignments: 
  • Re-assign Taylor's Location to now work exclusively at the Dowtown Location. If Taylor was previously assigned to multiple locations (e.g., both the Downtown and Uptown branches), update their profile to ensure they're only assigned to the Downtown Location. This will limit their visibility and management permissions to that specific branch, allowing them to manage shifts and oversee employees.

  • Taylor's Department has changed from "Front of House" to include "Front of House", "Back of House" and "Management". Adjusting their Departments to include all ensures they are also grouped with other managers in the system, giving Taylor access to managerial tasks like approving time-off requests and managing schedules for these teams.

  • Re-assign Taylor's Role from "Server" to "Shift Manager". This ensures that their user type permissions align with their new duties, and they'll appear on the schedule as Shift Manager. 

  • Apart from their Assignments, Taylor's user type will also need to be updated to Manager to grant them more Account access/permissions.
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SKIP AHEAD TO:
How to find a user's profile
Update Profiles and Assignments
Frequently Asked Questions

How to find a employee profile 

    1.  In the left navigation bar, head to Team.

    2. If you have many employees, the quickest way to find a specific one is to search for them using their name.

      You can also use the filtering options to view Employees of different categories.

      Screen_Shot_2022-04-07_at_3.20.51_PM.png

       

    3. If you are still unable to find the employee you are looking for, here are a few things to verify:

      • Check for them in the Inactive Employees list under the more menu ' ☰ ' > Employees > Inactive.
      • Confirm with your Admin if the employee has been added to the account yet, and with the correct name.
      • Have your Admin assign both you and the employee to the same Location and Department.
      • Admins can see all users, but Managers or Assistant Managers cannot see Employees who are not assigned to the same Locations and departments as they are. Your Admin can verify if this is the case and correct it.

    4. Once you see their profile, you can:

      • Click on them to view or edit their information 
      • Send them a message by clicking on the Message icon
      • Make their user profile inactive by clicking on the three-dotted icon

Update Profiles and Assignments

You can update a user's profile from the Schedule page, or the View Employees page.

⚠️ Managers and Assistant Managers require the 'Can edit employees' Manager Permission to proceed.

⚠️ Users can only update assignments for employees who are assigned to the same Locations/Departments and have of a lower user-level type.

⚠️ Admins can only update their own profile/assignments and are unable to make changes to the profiles of fellow Admins.

⚠️ If an employee's personal information is greyed out, this indicates that the employee has more than one 7shifts profile. Please ask them to log in to their account and update their information on their end.
From the View Employees Page
    1. On the Employees page, click on a user's profile to view or edit their information.

      Screen_Shot_2022-04-07_at_4.27.44_PM.png



    2. Update their profile ensuring you review each of the different tabs on the left.

      Key pieces of information to provide or update in the Employee's profile include:

       

    3. Under the 'Assignments' tab, ensure they're assigned to all of their required Locations, Departments, and Roles. Otherwise, they will appear as "No Role" on your Schedules page and may skew your reporting figures.

      ⚠️ The user will only have access to view 7shifts and their Schedules for the Locations and Departments they're assigned to. This applies to all Manager, Assistant Manager, and Employee user types.


    4. (optional) Choose whether you would like them to Appear on schedule. You can hide a user from appearing on the Schedule, but still give them access to view and edit that Department. Click here to learn more!

      Untitled_design__12_.gif

    5. (optional) Choose to set a Primary Role. When creating a schedule, you'll be able to select a different role for that Employee within the same row that they appear on - that is, their Primary Role:

      Screen_Shot_2023-01-17_at_4.17.10_PM.png


      The idea behind this current setup is to streamline the view by being able to have all the shifts one person is scheduled for, under one spot. The employee will show up in their Primary Role, but the badging on the shift will change colouring (depending on the role that was scheduled).

      If you would like to change which role a user appears under on the Schedule, you are welcome to change their Primary Role within their Employee Assignments:

      Untitled_design__13_.gif

       

    6. Remember to click 'Save' when you're finished adding or updating details within a user's profile.

      ❗️If you are missing any required information, you will not be able to save the profile changes until it's added. 

      The tabs where details are missing will be indicated:



    7. (optional) Choose to set a Primary Location . For Accounts with multiple Locations, set an Employee's Primary Location.  Found directly within their Employee profile, this setting is used to determine their primary payroll location specifically for tax-related purposes. 

      ⚠️ Setting a Primary Location is only available for Accounts using 7shifts Payroll. 

      ⚠️ It has no impact on reporting, integrations, exports, labor, overtime, or compliance calculations.

      ⚠️ The Employee must be assigned to a minimum of two payroll-ready Locations for the Primary Location menu to appear.

      Screenshot 2024-02-27 at 3.55.04 PM.png

From the Schedule page

⚠️ Managers require the Can edit employees permission to edit Employee cards. Without this permission, they will see N/A in place of any missing fields.

  1. In the left navigation bar, head to Schedule.

  2. Locate the employee, and hover on their name to open their employee card. Click on any fields (email, phone number, birthday) to add them if they are missing.
    Screenshot 2024-07-26 at 11.23.35 AM.pngScreenshot 2024-07-26 at 11.23.50 AM copy.png
  3. Once the email is filled, click Invite employee via email to send them an invitation to join 7shifts:

    Screenshot 2024-07-26 at 11.39.58 AM copy.png

  4. If the Employee has not accepted the invite, or the invite has expired, you can return to this card to Resend invite email:

    Screenshot 2024-07-26 at 11.38.47 AM.png

FAQs

Q: I have updated an Employee's information, but the changes do not seem to save and I have to keep coming back to update it again.

A: This can happen if Employee Sync is turned on within the Account's Integration settings. For more information on this, please reach out to the Admin of the Account who has sole user access to manage this feature.

For example: The sync between Toast POS and 7shifts is a one-way sync (i.e. we only pull employee data from Toast POS). And so, if an employee's information isn't updated in Toast POS, it will eventually revert back to what is listed there to match its counterparts.

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