Creating and Managing Employee Information in Settings

What is an Employee?

Employees are the people for whom you manage schedules, time-off requests, and timecards in FLOW. They also may be given permission to interact with FLOW and view schedules, submit time-off requests, and more, through the mobile app or as a desktop user. For more information, see Managing Users.

In the Settings Screen Navigation Pane, Employees are found under People.

There are two ways to create an Employee:

1. From the Settings Screen: Click your profile photo. In the drop-down menu, select “Settings”. Select the People option from the sidebar.

2. From the Job Details Pane: Click the Employee field on the Job Details pane, and select Add New Employee. For more details, please view the Employee article in the Plan category of the Help Desk: Creating and managing Employees

People: Employee Pane

An employee can be created or an existing employee can be edited in Settings>People, All employee fields can be found and modified in the right pane. Click on any assigned employee’s cell (pencil Icon) or row (grid view) to reveal their details in the right pane.

There are two Tabs in the Employee Pane:

1. Employee Details

2. Time Off Balances
   
   

Employee Details Tab

All employee fields can be added or modified in the right pane.

From the right pane, you can:

1. Add/Edit the Employee’s Name and Code

2. Add any applicable Tags to the Employee record

3. Specify whether the employee is paid or not (for testing purposes, mainly)

4. Edit the employee’s email

5. Edit the employee’s phone numbers

6. Edit any User Defined Fields defined to hold additional information to facilitate Timecard Rules

7. From the More Options Menu, you can Delete, Archive or Unarchive an Employee.

Time Off Balances Tab

You can add Accruals to the Employee Time Off Balances.
For more details, please view the Employee Time Off Balances article in the Time Off category of the Help Desk: Creating and managing Time-off Balance Details and Accruals

Create/Manage People: Employee Information in Settings

1. In the Sidebar, select People
   The Main Pane will now show a list of employees for the organization

2. If you wish to add an Employee click on Add People button in the Main
   Pane Toolbar, A blank People: Add New Employee details pane is displayed in the right-hand pane. Go to Step 4

3. To edit an Employee, click the pencil (edit) icon in the bottom left corner of any of the Employee cards.
   The Right Pane will now display the People: Editing Employee details pane

   

4. In the Employee Details tab, enter Employee data in the fields. See below for a list of the default fields.

5. If any User Defined Fields (UDFs) have been added to the Employee Profile, they will appear under the Phone Numbers section

6. Click Save or press Enter 
   FLOW closes the dialog and a message will appear in the bottom right corner, confirming that the Employee was created successfully

7. To cancel any changes made to the Employee in the Employee Details pane, click Undo or press Esc.
   This Clears any changes made to the Edit Employee Details Pane and reverts all fields to their original values for future editing.

Employee Fields

Name

First Name and Last Name, as used by your organization

Code

Unique identifier used by your organization

Tags

Tags allow you to categorize, filter, and denote additional information.  Multiple tags needed for the Employee to assist in searching etc. can be created in this field.

Email

The employee email address

isPaid

Most Employees are Paid, so the default is checked. Occasionally there are Employees in the system who are not paid, and isPaid should not be checked for those employees. This would include any Test employees set up in the system.

Phone Number(s)

Applicable phone numbers to contact the employee may be entered. Current options include:

1. Home

2. Mobile

3. Work

4. Fax

5. Work Fax

People Actions

To take action on a task:

1. Click the three-dot (…) icon in the right pane and select from the Employee action menu

   

From here, you can:

1. Add/Manage a User Defined Field (UDF)
   See Creating and Managing a User Defined Field (UDF)

2. Delete People

3. Archive

4. Unarchive

Delete People

If you create an Employee in error or decide it’s unnecessary, you can delete it. If the Employee has been specified in a timecard, they cannot be deleted but can be archived.

1. Click the three-dot icon from the right pane

2. Select Delete People

Archive 

Archiving an employee removed them from all active drop-down lists, but retains prior records.

1. Click the three-dot icon from the right pane

2. Select Archive Employee
   A Toast message appears that the employee has been successfully archived

Unarchive 

If an archived employee is reinstated, you can unarchive their profile.

1. Click the three-dot icon from the right pane

2. Select Unarchive Employee
   A Toast message appears that the employee has been successfully unarchived