TABLE OF CONTENTS

• Using the Employees Dashboard
• Access and Permissions
• Access to the List of Employees
• Manage Employee Status (Activate or Close Employees, Enable Users)
  • Activate or Close Employee:
    • Reactivating an Employee:
• Enable User Access for Employees
  • Enabling User Access
  • Enabling Desktop Client Access
  • Disabling User Access
• Creating a New Employee

Using the Employees Dashboard

The Employees dashboard allows you to easily:

• Access the full list of employees
• Manage employee status (activate or close employees, enable users)
• Update employee data (such as category, work region restrictions, supervisor, etc.)
• Create new employee records
• And more

Access and Permissions

Full access to the Employees dashboard is granted to users assigned the HR Managers employee role. Assigning this role automatically places the user in the HR Managers user group, unlocking all HR-related modules and references, including:

• Employees reference
• Employee Labor Costs
• TK Configuration
• HR reports

Access to the List of Employees

Opening the Employees Dashboard provides immediate access to the complete list of employees. The dashboard leverages AG Grid functionality, allowing users to:

• Search, filter, and sort employee records to quickly find the information they need.
• Apply filters to narrow results based on criteria such as department, status, or location.
• Customize views by building and saving personalized layouts, ensuring the employee list displays data in the most relevant way for your workflow.

Note that the default view displays active employees only. To see all employees, clear the filter in the Status column.

Manage Employee Status (Activate or Close Employees)

You can easily manage an employee’s status directly from their employee card:

Activate or Close Employee:

To off-board an employee, click on the desired employee’s row to open their card. Then, change the status to “Closed” by clicking the Close Employee button.

Automatic Closure:

Note that employees are also automatically closed when a “Closed” status is synced from the payroll system.

Effects of Closing an Employee:

Closing an employee card automatically closes some associated records, such as the employee’s Location and disables their web user access to the Web Portal. However, not all related records are closed automatically. Additional offboarding steps are often required to fully complete the process. You can find detailed instructions in a separate article.

Reactivating an Employee:

To reactivate an employee, simply open their employee card and click the Reactivate button.

Enable User Access for Employees

The Employees Dashboard also allows you to enable and manage user access for employees, granting them login credentials for the mobile app and web portal.

Enabling User Access

• Click the Enable User button on the employee card.
• In the opened User Setup window, enter the employee’s Login and Password.
• Click Save.
• The user will be enabled, and the employee will receive a notification with their login credentials.

Enabling Desktop Client Access

To provide enhanced access to the Fieldclix desktop client:

• Open the desktop employee card by clicking the Upper Right Arrow In Square Button button at the top left of the employee card.
• Ensure that integration with desktop is turned on.
• In the desktop card, click Enable next to Desktop Access.
• This action sends a notification to the support team, who will enable desktop access for the employee.

Disabling User Access

• To disable a basic web user, click the Disable User button in the web employee card.
• Employees with desktop access can only be disabled through the desktop employee card, following similar steps as enabling desktop access.

Creating a New Employee

If your system is not integrated with a payroll system (i.e., it does not sync any HR data with payroll), you can create a new employee record directly through the Employees Dashboard.

To create a new employee:

1. Click the New Employee button.
2. In the New Employee window, fill in the mandatory fields:
   • First and Last Name
   • Employee Category
   • Payroll Period Type
   • Payroll State
   • TK Config Start Date — this date sets defaults for how the employee’s hours will be charged and coded for payroll. It also controls options for lunch breaks in the Mobile App. Typically, this is set to the current date.
3. If needed, provide additional information such as:
   • Preferred Name
   • Gender
   • Date of Birth
   • Employee Number
   • Department
   • Job Title
   • And other relevant details.
4. To create a basic web user immediately for the employee, select the Enable User checkbox.
5. Specify work regions to limit where the employee can be dispatched. Assigning work regions creates a Resource, which:
   • Makes the employee visible as an option for Dispatch
   • Ensures the employee’s approved Time-Off is visible on the Dispatch Calendar

If no work regions are specified, the employee can be dispatched without any regional restrictions.

To learn more about each field in the employee card, please refer to the article about On-boarding Employees. There you will find detailed information on how to:

• Add an Employee Cost Card
• Configure the Time Keeping Employee Configuration Card
• Add Employee Cards & Accounts
• Set the Employee Home Location
• And more