Setting up your employees

Everything you need to know on how to add a new employee to your team. You can always add or edit the settings of each team member in the "Team" section.

 

What is the minimum information do we need for each staff to make a schedule?

We'll need their first and last names and email addresses. Also, create a unique abbreviation to identify each staff member because the schedule will display each staff by their abbreviation.

Add an email address for each employee

You will eventually need email addresses for everyone because when each staff creates an account on Versaschedule, they'll use that email address to join your schedule. You can invite employees to join your schedule by sending an invite email when you are ready.

Enter the full-time status of each employee

Use the slider to enter full-time employment (FTE) status of each employee. For example, a full-time employee has a "1.0" FTE status, while someone who is half time has a "0.5" status. The FTE status is important to allow us to distribute work as equitably as possible.

Optional settings

"Hourly wage" is currently an optional field that you can leave blank for now.

"Number of required hours" is also an optional field that you can use for your internal tracking, if necessary. This field is not used by us to help create your schedule.

Status: Active vs Inactive?

Most of your staff should be set to "Active" status, which means that they are currently working and need to be assigned tasks.

Set staff to "inactive" if they they have retired or are no longer working and need to be scheduled.

Should I delete someone?

When you delete any staff (or task) in Versaschedule, every instance that the staff (or task) appears will also be deleted. Suppose you have an employee that worked for you for the last 10 years. If you delete this employee, their entire schedule will also be wiped clean.

So if an employee has just retired or quit, we recommend that you set them to "inactive" status which preserves their past record, but they will no longer be scheduled for work. On the other hand, if you have a staff that just joined, but never was scheduled for any task, then it is fine to delete them as they have no past work schedules to preserve.