Add a New Employee

Adding new employees and configuring their settings is simple using the Add Employee wizard! Employees can be set up for time tracking, payroll, and portal or app access depending on your account settings.

Notes

• The Price Plan does not auto-adjust when employees are added or removed.
• Only account administrators can adjust the account’s Price Plan.
• Refunds are not granted for unused features, devices, users, or services. See the End User License Agreement for details.

In this article:

What You Need Before You Start

Steps to Add an Employee

1. Select Add Person from the People Tab.
2. Select Employee for the Role.
3. Enter the Employee's First and Last Name.
4. Set Department Settings.
5. Configure Payroll Options. (uAttend Payroll Only)
6. Set Pay Type and Pay Rate. (uAttend Payroll Only)
7. Set Exemption Status.
8. Complete the General Section.
9. Enter Punch Management Details.
10. Set Employee Permissions.
11. Save the Employee Profile.

Adjust Additional Permissions in the Employee's Profile

What You Need Before You Start

Gather the following information for your employee before you begin:

Using uAttend Payroll	Not Using uAttend Payroll
First name  Last name Home department Department transfer status Pay type (hourly or salary) Pay rate Exemption status Email address (required if self-onboarding)	First name Last name Home department Department transfer status Time zone

Optional Information

• Username*
• Email*
• Phone number
• Date of birth
• Employee payroll ID
• PIN number (for timeclock punching)
• Badge number (for timeclock punching)

*If your employee will be logging into the mobile app or web portal for punching or viewing their time card, they will need a username and email address.

Payroll Rules to Know Before You Begin (Payroll Accounts Only)

If your account uses uAttend Payroll, employee profiles can be set up as hourly or salary. This choice affects exemption status, timecard usage, and whether the employee counts toward your active employee limit.

Hourly employees

• Always non-exempt
• Must use a timecard
• Count toward your active employee limit

Salary employees

• Can be exempt or non-exempt
• May or may not use a timecard
• Only count toward your active employee limit if a timecard is enabled

You will apply these rules when setting the Pay Type and Exemption Status later in this article.

To add an employee to your account:

Step 1: Select Add Person from the People Tab.

Account administrators and supervisors with employee editing permissions are able to add new employees to the account. After logging in to the web portal, navigate to the People tab and click Add Person toward the upper-right of the page.

Important: Make a note of your Price Plan's employee limit when adding new employees. You must edit your price plan before adding employees in excess of your current limit. If you have reached your current limit, you will see a pop-up prompting you to update your price place. The system will never automatically adjust your price plan. 

Step 2: Select Employee for the Role.

Click the drop-down option for the Role and select Employee. 

Step 3: Enter the Person's First and Last Name.

Each profile must have a unique first and last name combination. 

If the person has or will have multiple profiles (such as a supervisor profile for management and an employee profile for time tracking), the two profiles cannot have the same name. 

If using uAttend Payroll, the profile used to process payroll should use the employee’s actual name.

Example:

	First Name	Last Name
Employee Profile	Mary	Smith
Supervisor Profile	Super. Mary	Smith

Step 4: Set the Department Settings.

Select the employee’s Home Department. Each employee must have one home department, typically where they spend most of their workday. 

The home department determines key settings such as breaks and lunches deductions, weekly overtime, start and end zones, and lockouts rules.

To allow the employee to work in multiple departments, enable Department Transfers.

Step 5: Configure Payroll Options. (Payroll Accounts Only)

If not using uAttend Payroll, skip to step 7. 

If you are using uAttend Payroll, you'll need to select whether this profile will be used for payroll processing and if the employee will self-onboard.

If this profile will not be used for payroll: 

Select No, and continue to the next step.

If this profile will be used for payroll:

Select Yes, then choose whether the person will self-onboard for payroll.

If the employee will self-onboard:

Enter a unique email address in the appropriate field. The employee will receive an email to complete the self-onboarding process. 

If the employee will not self-onboard:

The payroll administrator must manually enter the payroll details using the employee setup form. Reach out to our support team after adding the employee to your account if you do not have the form.

Step 6: Set the Pay Type and Pay Rate. (Payroll Accounts Only)

If not using uAttend Payroll, skip to step 7. 

If using uAttend payroll, employees can be set as hourly or salary.

Hourly and non-exempt salary employees with timecards will count toward your plan's active user tier. Salary employees without timecards do not count toward your user limit. 

Hourly

Select this option for employees who are paid by the hour. These employees are Non-Exempt in our system and need a timecard. Be sure to enter their hourly Pay Rate in the Pay Rate field.

Salary

Select this option for employees who are paid a fixed annual amount. Enter their annual salary then choose the appropriate Exemption Status:

• Exempt: Exempt employees are not eligible for overtime and do not have a timecard.
• Non-exempt: Non-exempt salaried employees may be eligible for overtime. If this employee will track time, Select whether a timecard is needed for time tracking.

Note: Some features, such as time off requests, require the use of a time card.

Salaried Employee Needs a Time Card?

If the employee is a salaried employee and will use a timecard, select Salary as the pay type, enter their salary amount, choose Non-exempt for the exemption status, and set Timecard Needed to Yes.

Step 7: Set the Exemption Status

If you are using our base software (without Payroll), the Exemption Status is for reference only and does not impact any other settings.

If using uAttend Payroll, Exemption Status is determined by the selected Pay Type. Refer to the payroll rules above.

Step 8: Complete the General Section.

• Set the employee's time zone based on where they live/punch
• Enter a Username and Email Address if they will be logging in to the cloud portal and/or smartphone app
• (Optional) Enter a Phone number
• (Optional) Set the Date of Birth
• (Optional) Enter the Employee Payroll ID

Step 9: Enter the Employee's Punch Management Details.

Add any necessary details if the employee will be using a time clock to punch.

Note: If you are using JR, DR, or BN-N Series timeclocks, no fingerprint IDs or face IDs are necessary. 

The use of any biometric features will require acknowledging the biometric data disclosure.

Step 10: Set Employee Permissions.

Choose what the employee can see or do when it comes to their timecard and punching in. A username and email are required to update this section.

• Edit Rights: Allows the employee to view or edit their own timecard.
  Select View + Edit from the drop-down menu to allow the employee to edit their own timecard, or leave as View Only for no editing permissions. 
• View Time Card: Let's the employee view their timecard from the web portal or smartphone app (if they have login access). 
• Allow Website Punch: Gives the employee the ability to punch directly from the web portal.
• Smart Phone Access: Gives the employee the ability to punch or view their timecard using the uAttend smartphone app. 

Step 11: Save the Employee Profile.

Click one of the SAVE button options:

• SAVE AND ADD NEW: Saves the employee and generates a new form to add another person. 
• SAVE AND CONTINUE: Saves the person and takes you to their profile to continue updating additional settings.
• SAVE AND CLOSE: Saves the employee and returns to the People tab.

For accounts using uAttend Payroll:

• If the person is self-onboarding, choose whether to send the self-onboarding email now or later. 
  If you choose later, you can send the email from the employee's profile or from the Payroll tab at a later time.
• If the person is not self-onboarding, the profile is created but cannot be paid until payroll onboarding is completed. 
  The payroll administrator must enter the payroll details manually using an employee setup form. Reach out to our support team after adding the employee to your account if you do not have the form.

Next Steps

1. Configure additional features in the employee's profile.

The Add Employee Wizard guides you through the basic setup and features. For additional features, such as job tracking or shifts, navigate to the employee's profile to make adjustments. 

2. Invite the person to create their log in password.

If the employee will be logging in to the web portal or smartphone app, be sure to navigate to their profile and click the Invite User link. This will send them an email to set up their password.