New Employee Records in Humanforce
New employees should only be added manually if the employees are not integrating from the payroll or HR system.
There are two ways to add an employee, either by using the Add or Clone buttons in Employee Management.
- Add will require all details for the employee to be filled out.
- Clone can duplicate a lot of the essential data of an existing employee currently employed in a similar role. Clone is quicker and usually the preferred method.
Adding Employees
- Click Add
- Fill out the Personal Details, Employment and Location, Dept. and Roles sections.
- Click Apply (for the changes to take effect)
- Click Done (to get back to the Employee details overview)
Cloning Employees
- Select an employee that has similar, department, role, award, and rate. The more details that are the same as the employee that is being added, the better.
- Click Clone, all the details in the Location, Dept., Role section and a majority of the details in the Employment section will copy to the new employee from the selected employee.
- Check the cloned details are correct and make sure all is applicable to the new employee.
- Add in the Personal Details for that employee.
- Click Apply
- Click Done.
Key Employee Fields
| Field Name | Description |
| Personal Details | |
| Employee Code | Unique identifier for each employee and used to login to Humanforce Web & Back Office. Often the same as the Payroll Code for simplicity |
| Roster Name | Name displayed on rosters |
| Required for the employee to log into the mobile app or use the Forgot my Password option for Humanforce Web | |
| Employment | |
| Employment Type | Indicates if the employee is full time, part time, casual, etc. |
| Access Level | Determines permissions for the employee when logged into Humanforce |
| Clock-In Settings | Used to determine thresholds for clocking and breaks |
| Verification Mode | Determines how employees will log into the kiosk for clocking, if applicable |
| Payroll Code | Identifier for integrating with payroll systems |
| Pay Company | Group that the employee will be paid with |
| Start Date | The date the employee began their employment |
| Include in payroll export | Must be ticked for the employee's timesheet data to be sent to the payroll system |
| Locations, Departments, Roles | |
| Locations | At least one will need to be selected for the employee and a default should be selected as well (can also be done from the Employment tab) |
| Departments | At least one will need to be selected for the employee and a default should be selected as well (can also be done from the Employment tab) |
| Roles | At least one will need to be selected for the employee and a default should be selected as well (can also be done from the Employment tab) |
| Profile | The Award Profile that indicates how the employee will be paid for the role. Will need a profile for all roles selected |
| Pay Rate or Rate Override | One of these should be populated to get proper costing information when rostering and viewing time sheets |
Incomplete Profiles
Incomplete profiles show RED in the Employee Management screen.
Employee profiles need the following to be completed:
- Employee Code
- Name Details (First, Last & Roster name)
- Employment Type
- Access Level
- Clock-in Settings
- Verification Mode
- Pay Company
- Start Date
- Default Location, Department & Role
- Award profile against assigned role(s)