Managing Employee Information

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.

This article covers the following topics to manage an Employee:

• Employee Details 
• Managing Employee Information in the Schedule
• Managing Employee Information in Settings
• Employees Options

Employee Details 

An employee can be created or an existing employee can be edited in Settings>Employees or in Plan>Schedule and clicking on the Assigned Employee name.

There are two tabs in the Employee Pane, Employee Details and Time Off Balances.

Employee Details Tab

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

• 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: Home, Mobile, Work, Fax, Work Fax.
• UDF: Click the three-dot (…) icon in the right pane.  Employee User Defined Employee fields can be added  - See Creating and Managing a User Defined Field (UDF)

Time Off Balances Tab

You can add Accruals to the Employee Time Off Balances.
For more details, please view see - Managing Employee Time Off Balances

Managing Employee Information in the Schedule

To add an Employee

Adding a new employee from the Job Details:

1. In Job Details, click in the Employee field 

   

2. Click the Add New Employee button.  

3. The Add Employee dialog appears:  

   

4. Enter data in the 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.
   A message will appear, confirming that the Employee was created successfully.

Edit/Manage Employees in the Schedule

The Employee Details pane allows a user to edit/manage employee information in Plan>Schedule.

1. To edit an employee, click the Employee Name in the Assigned Employee column.
   The Right Pane displays the Employee details for the selected employee.

   
2. If Employee UDF fields have been defined, they will appear after the Phone Number section on the pane and can be populated/changed.
3. Edit any of the displayed fields or use the more options "..." menu to see additional actions

4. Click Save or press Enter. 

Managing Employee Information in Settings

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

2. If you wish to add an Employee click on + Add Employees button in the Main
   Pane Toolbar, A blank Employees: Add New Employee details is displayed in the right pane. 

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

   

3. In the Employee Details tab, enter Employee data in the fields. 

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

5. Click Save or press Enter 
   A message will appear, confirming that the Employee was created successfully

Employees Options

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

In Plan>Employee Details, the menu has two options:

From here, you can:

1. Delete Employee: If the Employee has been specified in a timecard, they cannot be deleted but can be archived in Settings>Employees.
2. View Audit Log: see Audit Logs

In Settings>Employees, the More Options menu has 5 options:

From here, you can:

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

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

3. Archive: Archiving an employee  end their job assignment as of the date specified and removes them from all active drop-down lists, but retains prior records.

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

5. View Audit Log: see Audit Logs