Adding employees to your WorkSmarter account is straightforward and ensures that all necessary employment details are captured accurately. This guide will walk you through setting up an employee account and creating their Employee Record.

Step-by-Step Guide

From the Sidebar Menu:

• Click on the ‘Organisation’ tab on the top bar.

• Then click on ‘Manage Employees’.

• Click on the ‘Add Employee’.

• Choose the first option: Create a WorkSmarter account for an existing employee.

Enter Basic Information:

Input their name and email address. If you’re unsure about other personal details, don’t worry—we will contact the employee to check and update their information when they log in for the first time. We'll send them regular reminders until they complete the onboarding process.

Add Employment Details

• Enter their job title.

• Specify if they are full or part-time.

• Input their annual holiday entitlement.

• Select the Department they work in and any they collaborate with.

• Indicate any Departments they manage.

Set Working Hours

Use the Work Schedules tab within Edit Profile to set their working hours. This will be pre-filled with your company’s default working hours, but you can modify it to reflect their specific working hours.

Welcome Email and First-Time Login

The new employee will receive a welcome email with all the information they need to log in for the first time and complete setting up their account.

You can view details and manage the employees you’re responsible for via the view employees tab within the organisation tab.

• Go to ‘Organisation’ on the menu.

• Click on ‘Employees’.

• Select the user you want to review or update via the edit button.

Resending the Onboarding Email

If you need to resend the onboarding email, you can do this while the "Awaiting Onboarding" banner is displayed on the employee's profile.

First, select the user, click "Edit," and then scroll down to the "Resend Onboarding Email" option. This feature can be used to resend an onboarding email if you've made a mistake in the user's email address, for example.

Simply update the user's email address within "Personal Details," save the updated details, and then resend the onboarding email.

FAQs

How can I Edit an Employee’s Details After They Have Been Added?

You can edit an employee’s details by selecting a user from the view employee table under the organisation tab and selecting ‘Edit’ to make changes to their information.

Can I add a Pre-Approved Holiday?

To book holidays on your staff's behalf, click ‘Request a Holiday’, which you'll find via the Services link on your menu. Using the dropdown menu, select which Employee this holiday request is for. You can read more on this topic here.

What Happens if an Employee Forgets Their Login Details?

If an employee forgets their login details, they can use the ‘Forgot Password’ link on the login page to reset their password. Their username is the primary email address.