People and employees

Add one employee from the People area: click the green plus, choose Create, then fill in their details, access level, schedule and manager before saving.

Step 1: Open the People area

1. Once logged in, go to the left-hand menu and select People.
2. You will see a list of the active users on the system.

Step 2: Start a new employee

1. In the top right corner, click the green plus symbol.
2. A pop-up appears with three options: Create, Invite or Import. Click Create. (Invite and Import are covered below.)
3. A panel slides in from the right of the screen.

Step 3: Enter the basic information

1. Fill in first name, last name, email address and status.

The email address you enter here is where the employee's login password, app details and notifications are sent, so make sure it is correct.

Step 4: Set the access level

• User: a standard employee. Leave the level here for most staff.
• Manager: can manage particular staff, manage exceptions, add employees, view timesheets and approve holiday. What a manager can do is set by user-defined roles in the settings section.
• Main administrator: everything a manager can do, plus administering the account itself, such as billing details, billing cycles, and upgrading or downgrading the account.

Step 5: Add payroll number and RF card ID

1. Enter the payroll number.
2. Enter the RF card ID if you use RFID clocking machines with cards or fobs. You will find this number stamped on the physical card or fob itself.

Step 6: Assign a schedule

1. Use the Schedule drop-down to select the schedule the employee will work.
2. If no schedules exist yet, you can create them afterwards and come back to assign one here.

Step 7: Set dates and direct manager

1. Start date: the employee's first day of employment.
2. Leave date: leave this blank for now. If the employee later leaves, come back and set it.
3. Direct manager: the person who receives their holiday requests, edits and manages their exceptions, and views their timesheets.

The start and leave dates automatically pro rata the employee's holiday entitlement.

Step 8: Save

1. Click Save. Your new employee is now created.

Instead of adding an employee yourself, you can invite them by email to sign up and fill in their own basic information.

Step 1: Open the People area

1. Log in to Syncro Connect and select People from the left-hand menu.
2. You will see a list of all your current employees.

Step 2: Start an invitation

1. On the right-hand side, click the green plus button.
2. A pop-up appears with three options: Create, Invite or Import. Click Invite.
3. A panel slides in from the right of the screen.

Step 3: Enter the employee's details

1. Enter their first name, last name and email address.
2. Set their user role:

• User: a standard employee.
• Manager: can administer the system, add shifts and schedules, and manage clocking information. Exactly what they can do is set in the manager permissions section.
• Administrator: everything a manager can do, plus administering the account itself, such as invoicing, billing cycles, and upgrading or downgrading.

Step 4: Send the invitation

1. Click Invite.
2. The invitation now shows as a pending request.
3. Once the employee accepts the invitation from their email, their status changes to accepted.

Add your whole team at once by downloading the template spreadsheet, filling it in, then uploading it through the import wizard.

Step 1: Open the People area

1. Log in to Syncro Connect and select People from the left-hand menu.
2. You will see a list of your employees.

Step 2: Open the import wizard

1. On the right-hand side, click the green plus.
2. A pop-up appears with three options: Create, Invite or Import. Select Import.
3. The import wizard slides in from the right of the screen.

Step 3: Download and fill in the template

1. Click Download Template. An Excel document downloads to your PC.
2. Open it and complete a row per employee, using the columns: first name, last name, employee email address, payroll number, RFID card, start date, leave date, access level and direct manager.
3. For direct manager, enter that manager's email address.
4. Save the completed spreadsheet to your PC, then go back to Syncro Connect and click Continue.

Step 4: Upload and verify the file

1. At step two, select Choose CSV File and upload the file you just saved.
2. Click Verify File.
3. The wizard prepopulates the rows, showing how many are ready and any errors.

Errors are usually duplicates (the employee already exists) or rows that are not formatted correctly. Go back to the spreadsheet, amend, and reupload if needed.

Step 5: Run the import

1. When you are ready, click Run Import. The wizard processes all the employees on the spreadsheet.
2. Once confirmed, click Update. Your employees are now on the system.

Every person has an access level that controls what they can see and do. There are three: User, Manager and Administrator. Set it under Basics, or change it from the People list.

The three access levels

• User: a standard employee. They see only their own information: their holiday entitlement, their own holiday requests, and clocking in.
• Manager: for department or team managers. They can see information for a particular employee or team, accept holiday requests, and view the onsite and offsite listings, the Clocking Hub and so on. Exactly what a manager can do is tailored under Admin Area, then Manager Permissions.
• Administrator: sees every team and every employee and manages all the information. The admin level cannot be tweaked or changed. It defaults to seeing everyone and everything.

Changing someone's access level

1. Go to People and click More under the employee you want to change.
2. Open the Access Level drop-down and choose Admin, Manager or User.
3. Click Update.

You must have at least one administrator on the system at all times.

Mobile app permissions are controlled by groups. Assign an employee to an existing group, or create a new one that sets exactly what they can do in the app. This guide covers creating a new group.

Step 1: Open the employee's mobile app settings

1. In the People screen, select the employee you want to manage and click More.
2. In the panel that slides out, go across to Mobile App.
3. Under Mobile App you will see Group Assignment. You may already have some groups set up here.

Step 2: Create a new group

1. Under the drop-down, select Add New Group.
2. Give it a name, for example Remote Workers.

Step 3: Set the clocking permissions

1. Mobile clocking: as a blanket rule, tick this to let the employee clock in and out via the mobile app, or leave it blank for no.
2. Clocking options: below that, choose which clocking reasons are allowed by ticking onsite clocking, remote clocking or site visit clocking. This restricts what people can select when clocking remotely.

Step 4: Set the request and view permissions

• Request holiday, request absence, request other: these are different categories of absence defined in the settings.
• Allow attachment: lets the employee add a document, for example a doctor's note, to a sickness request.
• View team leave: lets the employee see who else is off within their team.
• Further options include request sickness, request training, allow subtypes, view timesheet and view company leave.

Step 5: Save and assign

1. Once you have set the permissions, click Add Group, then Update.
2. You can then add further employees to this group if you wish.

When someone leaves, you can make them inactive rather than deleting them. This keeps their historical data, frees up a space on your licence limit, and stops them appearing in the daily Clocking Hub and reports.

Step 1: Set the leave date

1. Select the employee who is leaving and click More.
2. Under Leave Date, select their last working day.

What happens after the leave date

• The employee no longer appears on any reports or in the Clocking Hub.
• They are not flagged as absent.
• Their holiday entitlement is pro-rated in their file, so you can adjust their final pay accordingly.

To see historical data that includes inactive employees, go to the Filters section and turn on Show Inactive Employees.