Adding New Employees

Time and attendance are all about when employees have clocked in or out. But all time stamps and entries have little purpose if you can't identify the person who has clocked in. In this article, we will discuss how to:

• add your employees to your TimeMoto Cloud account
• manage your employees' information accordingly

You can find the Employees page by opening the dropdown menu at the top right and clicking [Settings]. Then, on the left side, select [Employees].

Overview

On the Employees page, you find an overview of all employees. Use the filters in the top left to search for specific employees or filter them by their registered locations, departments, or activity status.

In the overview, employees are listed by their First and Last Name, Employee Number, Privilege, and Employee Status.

Adding an Employee

Click [Add employee] in the top right corner to add an employee. You are prompted to enter some information about the employee-to-be.

Keep in mind that there are three mandatory fields to fill in when adding any employee:

• First Name
• Last Name
• Privilege

Additionally, there is one other mandatory field for all employees with the Privilege of Manager or Unit Supervisor:

• Email Address: Managers and Unit Supervisors need an email address to log into their accounts. For regular users, this is optional and only needed if they require access to their online account.

Personal

Here is all the information that identifies the employee as an individual:

• First and Last Name of the employee: These fields are mandatory.
• Email Address: (Mandatory for Managers and Unit Supervisors!) This will give the employee access to their own TimeMoto Cloud account. If you don't want them to log in, leave this field empty.
• Phone Number: This is only for your internal information. TimeMoto won't use this number.
• ID (Time Clock): This is a fixed ID given by TimeMoto that identifies the employee in the time clocks. It has nothing to do with any internal employee numbers, nor should it be used for another employee in the future.
• PIN (Time Clock): Employees can use this PIN to identify themselves at your connected Time Clocks. If no other PIN is assigned, this will be the default PIN set up in the [Time Clocks] settings.
• Time Zone: This field predetermines the employee's time zone. Note! We recommend using this field only if you have employees working in time zones different from the primary address suggested in the [General Information] settings.
• Language: This sets the display language of the employee's Cloud account.

Position

Here is all the information that describes the employee's position in the company:

• Employee Number / Second Employee Number: Use these fields to document any internal employee number your company might use.
• Badge Number: Fill in the number on the card or keyfob your employee uses to clock in and out. The number is printed on the card. As for the key fobs, you can hold them in front of the Time Clock to see the corresponding number. Click here to learn more about adding badges and other ID methods to your time clocks.
• Employee Status: The status determines whether an employee is active in the company. Inactive employees are not synchronized with the time clocks.
• Active since / Active until: Use these dates to limit the time frame in which the employee is active in your TimeMoto account. Entering the end date isn't necessary unless it has already been determined.
• Pay Template: Contains all information about the employee's pay and overtime rules.
• Schedule: This field allows you to specify the employee's assigned schedule. While adding a new employee, you specify the start date of the schedule by filling in the date under [Active since] above.

Tip: If your schedules change frequently and you have upgraded to the TimeMoto Plus plan, we recommend using the Calendar feature instead, in which case you can leave this field empty.

• Hourly Rate: If the employee doesn't already have a Pay Template, you may want to use it to define a fixed hourly rate for the employee's Pay Reports.
• Holiday Profile (US: Vacation Profile): Assign this to determine the annual holiday total.
• Flexibank: (TimeMoto Plus only!) Does your employee have already accumulated extra hours that haven't been compensated yet? No problem! You can add the current balance to his Flexibank balance and keep it for later.

• Emergency Team Member: Emergency Team Members have the authority to trigger fire roll calls to alert your staff on-site in case of an emergency.
• Department: You can bring more structure to your company by assigning departments.
• Locations: If you have time clocks registered in different Locations (different addresses), you can limit at which of these locations your employee is allowed to clock in and out. If your employee doesn't have such limitations or you only have one Time Clock or Location, we recommend leaving this field empty.
• Privileges (this field is mandatory!): Limits your employee's access to the Cloud's data and settings. Find out more about Employee Privileges here.
• Viewing Limits: (Users only!) While regular Users can only see their own reports and profiles, they may see other colleagues in the Calendar and on the Today's Attendance page, depending on their Viewing Limits. Fully restricted Users can only see themselves. You can also allow them to view colleagues who share the same assigned departments or locations. Lastly, you can also let them see all employees regardless of their department or location.
• Allow online clocking: By activating this option, you allow your employee to use the TimeMoto mobile app to clock in and out of work.
• Apply geofencing: By activating this option, you limit your employee's mobile clocking actions according to your general (or location-specific) geofencing settings. Find out more about these settings here.
• Create Locations: This setting determines whether your employee can register new locations by using mobile clocking at formerly unknown locations. You can set it to "allowed" or "not allowed", or you can set it to "default" according to the [General Information] > [Geolocation] settings.

Once you are done, click [Save] to add your new employee.

Note: If you entered an email address in their Personal section, you can now trigger an email invitation, which will let your employee activate their own TimeMoto account.

Managing employees

Once you've added new employees to your account, you can find even more information and settings that might be relevant to them later.

While viewing the Employees page, you can click on any employee's name to open the employee's details. You can change these details from here. Click [Save] to save any changes made.

To gain a detailed view of all of your employees' settings, we recommend checking out the article about the [Employee Card].

Any questions?
Looking for answers but not sure where to start? Check out our Glossary! It's a great resource to help you find the information you need. If you need further assistance, please contact us via the Contact Form.