Add New Employee
New Employee Entry Form | Employee Details | Security Controls | Accounting | Projects & Time | Default Calendar | Sync | Notifications | Resources
When adding a new employee, there are a number of basic fields that need to be populated on the employee record to ensure Projects, Billing and Reporting will contain the correct information for your staff.
New Employee Entry Form
Go to the Main Menu > Admin/Manager > Employees > .PNG)
This is the form you will see when you start a new employee record. For more options, please see the sections below for the full employee record.
There are 3 major areas to enter when creating a new employee record. After creating an employee record, there are other options in the created record you may want to update as well.
Details
- Note that not all information needs to be filled in here. If you are tracking by office, department or GL Company fill that information in the selected fields, otherwise feel free to leave them blank.
- Email - Important: This address is used by the system to send all notifications to this particular staff member. It is also used as the From address for some system emails. Make sure there are no ‘spaces’ in front, back or internally when keying in the email address
- Enter First Name and Last Name. If you have Staff Members with the same First and Last Initial, select the ‘Detail View' check box and add a Middle Name or Initial. Initials are used to display assignments in the project schedule screen and can be confusing if you have multiple users with the same first and last initial.
- NOTE: Make sure there are no spaces in front or back of any name, as the system sees these as characters and will cause problems in the reporting function of the system.
Login Information
- User ID - We recommend setting this to the user's email address. People tend not to forget their own email addresses and you will share an app server with other companies. Each user ID on that server will need to be unique.
- Password - There are no requirements on passwords by default eg length, special characters, etc, though you can set these restrictions in your security settings. Using the 'Change Password on Next Login' option will prompt the user to create their own password the first time they log in.
- NOTE: If you have implemented LDAP, this setting is incompatible with LDAP and should NOT be used. Using 'Change Password on Next Login' will cause an error during the login process.
- Security Group - Determines the users access level in Workamajig. There is a preloaded list of role based security groups in the system, select the one that matches this users current role.
- Time sheet Approver - Select the name of the individual who will be reviewing this users submitted time sheets. A user can be set as their own time approver.
Services
- Default Service - Choose the service this employee provides most often and will be designated to the user when added to the Team of a project. Additional you can click the + sign to add Services they can manually choose from when entering time.
- NOTE: This will allow the user to override the Service they are assigned to a task.
Time Entry
- Time sheet Required - When checked, the employee must submit a time sheet for approval. Failure to submit a time sheet or account for minimum number of hours will result in a notification being sent to the employee and other designated employees. If unchecked, they may still enter time sheets, but no notifications will be triggered.
- Require Start and End Time on Time Entries - If selected, the employee must enter a clock based start/end time on the time entry.
- Require a Minimum Hours Per Day - If selected, the employee will be unable to submit a time sheet containing fewer hours than the minimums designated in the Monday-Sunday boxes.
After you have finished reviewing this information for accuracy, click save. After saving, the full employee record will open up allowing you to add some more detail if needed.
For reference, Employee records can be accessed by going to Main Menu > Admin/Manager > Employees.
Employee Details
Once the record has been added, you will be shown the entire set of employee settings.
- Active - when checked, this signifies an active employee that is allowed to enter time sheets, have full use of calendar, etc. Active employees count towards the number of licenses you have purchased.
- Timezone - set the timezone to the correct location for the employee. The system will auto-correct meetings and reminders according to this setting.
- Culture - (optional) set the culture for the correct location for the employee. The system will automatically set the display of numbers and calendar according to this setting.
- Addresses - The address for Personal Work, Home, Others, More Addresses are all optional. Entries will be available for reporting purposes.
- Date of Hire - This allows you to set the Date you hired the employee. When this date is set, the Missing Time Sheet Notifications will not report on any time sheet period prior to this date.
Security Controls
Login Information
- User ID - This must be unique in the system. Email address is preferred.
- Set Password - click to enter password with confirmation password. Passwords are case sensitive and may include special characters.
- Security Group - Select based on the employee position.
- System ID - Leave blank, as this is used for specific self hosted server needs.
- Usage Level - Prevents this user from assigning Security Groups (that are set with a Security Level) to employee records, higher than what they are assigned to.
- Signature Font - Used to stylize your name is a different Font for approved estimates where you are the approver. For more info on this, see the Printing/Emailing Estimates guide.
- Administrator - This gives the user All Access: We recommend at least two users be permanently designated as Administrators. You may select other members of the core group to have this as a temporary designation during the initial setup and implementation period.
NOTE: Although this does grant access to most areas of the system, there are exceptions: any area, such as report visibility, and file access are controlled by the Security Group setting on the employee record. - Active - will be checked already. This is to designate that this user is Active in the system.
- Locked - Allows you to prevent the user form logging in, yet keep them as an active paid user. Can get checked if you have security setting set to lock the user out after X bad login attempts.
- Change Password On Next Login - When checked, the user will be asked to enter a new password. At which point this gets unchecked.
Accounting
Project Tracking
- Hourly Rate - This field is often best left blank, it is used in certain workflows as the rate to be billed to a client for one hour of this users time.
- Hourly Cost - Enter in the amount the employee costs per hour to the company. This can include benefits, etc. This becomes Labor at Net in reporting.
- Update (Hourly Cost) - If/When you click this button, ALL time entries of this user will have their cost/net updated to the what is currently in the Hourly Cost field. Typically this is used only if you did not populate the hourly cost when you first started using the system, then after a while of use you want to back fill all the costs. If the hourly cost has changed for this user, then simply enter the new hourly cost, but do not update. NOTE: The update of cost does not give any further feedback and does not provide historic information. To see if changes took affect, refer to a Time Detail Data based report to view the change in hour cost or to a project budget/transaction screen.
- Monthly Cost - This is used to normalize time entries for salary employees via the Client and/or Project P and L's. For more on this use, refer to the Recalculate Standard Cost guide.
NOTE: Hourly Cost/Monthly Cost may be visible to others via the Project budget screen and Reports. This is controlled via the "Admin/Manager>System Setup>Security Settings: System Administration section: "View Labor Net Cost Per Hour in Lookups and Reports". If this is not selected, users will only see the Gross labor amount in these areas.
- Rate Level: This field applies to certain workflows and does not typically need to be adjusted.
Approvals & Payments
- Time Approver – All Employees who will enter time MUST have an approver. There can only be ONE designated approver of a time sheet. The approver can be any other employee in the system, including themselves.
- Expense Approver – If this Employee will be submitting Expense Reports they must have an Expense Approver. There can only be ONE designated approver of an expense report. The approver can be any other employee in the system, including themselves.
- Credit Card Approver - Designate who will approve credit card charges that are cleared via the Credit Card Connector.
- Backup Approver - This is for Time sheet and Expense Report approval only. This setting is to designate who will take over this employees duties of approving time sheets and expense reports that have been sent to them for approval. This will usually be left blank. The employee would set this via Menu>My Settings>In Out Information prior to leaving the office and blank it out upon return.
Purchasing
- Vendor ID - If this Employee is going to be reimbursed for any expenses they personally paid for they need to have a Vendor ID in the system to issue payment to them.
- PO Limit - Designates the $ amount the employee can approve "up to" on a single purchase order.
NOTE: Someone must have the maximum $ amount ordered by your agency to ensure all Purchase Orders can be approved in the system. - Insertion Order Limit - Same as PO except specifically for Media Insertion Orders only.
- Broadcast Order Limit - Same as PO except specifically for Media Broadcast Orders.
Corporate Position
- Default Company - Used to set default GL Company for this employee if you have GL companies turned on in your instance of Workamajig.
- Department - Used to set employee department if you are tracking transactions by department.
- Office - Used to set an employees office if you are tracking by offices in Workamajig.
- Contractor - If selected, this employee is considered a contractor. When a voucher is entered in the system for this vendor, you will be able to select Time Entries and associated those to the voucher. They will also flow into normal 1099 reporting.
Projects & Time
Defaults
- Auto Assign to Projects - If selected, this employee will be added to the Project Team of every new project created. This setting is not always necessary, as a security group setting allows you to override the ability to access projects without being on the Project Team.
- Cannot Be Unassigned - If selected, this employee can not be removed from a project team.
Subscribe To
- Project Conversation - When this user is added to the Team of a project, they will be added to the Email To list of all new Project/Task Conversations for the project.
- Project To Do Conversations - When this user is added to the Team of a project, they will be added to the Email To list of all new Project/Task To Dos for the project.
- Project File Uploads - When this user is added to the Team of a project, they will be added to the Email To list of all new File Uploads to the projects Files section.
Deliverables
- Default Reviewer - Sets this user as an approver on any project deliverable automatically.
- Default Notify of Updates - Automatically adds this employee to the 'Notify' section of any submitted deliverable.
Minimum Hours Per Day
- Time sheet Required - When checked, the employee must submit a time sheet for approval. Failure to submit a time sheet or account for minimum number of hours will result in a notification being sent to the employee and other designated employees. If unchecked, they may still enter time sheets, but no notifications will be triggered.
- Require Start and End Time on Time Entries - If selected, the employee must enter a clock based start/end time on the time entry.
- Require a Minimum Hours Per Day - If selected, the employee will be unable to submit a time sheet containing fewer hours than the minimums designated in the Monday-Sunday boxes.
- Days - Enter in the minimum hours the employee should account for. If set to 0 or blank, this is considered a non-work day for the employee. A timesheet will not be required on this day.
NOTE: This number may also be used for resource management purposes
Default Calendar
This area allows administrators to pre-set access granted to the employee' calendar. You can do this by security group or specific Employee selection.
Choose Security Groups - Select from the list of Security Groups or Staff which you wish to View and or Edit this Employee’s Default Calendar.
- View means the designated group can view this employee' calendar. We recommend that you allow all groups to View the employee' calendar.
- Edit means the designated group is able to add, edit and delete calendar events from this employee' calendar. The designated group will also receive all event notifications for the employee. This setting is typical for an assistant to the employee.
NOTE: We suggest selecting by Security Group so when a new staff member is added to a Security Group, they will already be set correctly based upon the Security group settings of the employee' calendar.
Sync
This area is used by an admin to manage either Exchange or Google calendar sync for the selected employee.
Exchange Sync: If you know the Exchange/O365 User ID and Password for the new employee you are able to setup the sync connection. After setting up the User ID and password>Save>toggle Default Calendar and back to Sync: further sync settings will be available to set the calendar and sync direction.
Google Sync: You are unable to setup the sync credentials for the new employee. The new staff member MUST follow the Google Sync Instructions. Once setup by the individual, you will be able to edit some elements of the sync connection from this location.
NOTE: Users can set their own sync information via their calendar and it is often better to let them do so, especially in the case of Google sync.
Notifications
Notifications allow you to set conditional triggers to send this employee an email for items like new projects, missing time sheets, overbudget projects etc.
For a description of the various notifications that can be set on the employee record, please click Here.