Manually create an employee

This guide provides step-by-step instructions for manually creating an employee profile.

Create a new employee profile

In your MobiClocks Web App, navigate to the Employees tab of the left-hand navbar and select the Add new employee button.

Select a role

Select the employee's role from the list of available roles. What roles are available depends on your setup in Administration > Settings > Role Permissions.

Select an organization unit (visible based on configuration)

Next comes the Organization Unit field where you select the organization unit that the employee is assigned to.

Add an employee name

Next, fill in the First name and Last name fields.

Select a company

Assign the employee to a company using the list of available companies.

Add an employee number

Further on, you have the employee number, which is a unique identification number assigned to each employee. There are two methods for specifying employee numbers:

• Generated automatically
• Entered manually

Which method is applicable for a given employee, depends on the Employee Number Policy setting of the employee's company configured in company details.

Fill in the rest of the profile information

• Pay group. The following options are available:
  • Hourly. For employees compensated based on the actual number of hours worked, with pay calculated at an hourly rate.
  • Salary. For employees receiving a fixed annual compensation divided into regular pay periods, regardless of exact hours worked.
  • Salary Actual. For salaried employees whose compensation is precisely calculated based on the specific hours they have completed in each pay period.
• Pay class. Employee pay classes are individual wage classifications imported from third-party integrations. Unlike job site pay classes, these classifications are assigned directly to employees and follow them across all projects. Pay class history is also available to show all the past pay class assignments and their effective dates. Note that pay classes imported from third-party platforms may not be edited. Employee pay classes are set up in Employee Setup.
• Default cost code. Assign a default cost code to the employee. See Cost coding to learn more.
• Comp code. This is a compensation code that insurance companies use to estimate rates based on the risk level of work that employees are performing.
• SS number. The last four digits of the employee's social security number, which is required as part of federal or federally-assisted construction projects. This field appears if certified payroll is enabled for your MobiClocks environment.
• Email and Phone Number. Here you can specify employee's email and phone number, which are also used to activate the employee's user account.
• Address. Specify the employee's address.

• Job title and Department. The options for these fields are defined in Administration > Settings > Employee Setup. If no values are specified for these fields, they aren't shown in Profile info.

• Work classification. Work classification refers to the categorization of employees based on their job duties, skills, and responsibilities on federal or federally-assisted construction projects. This field appears if certified payroll is enabled for your MobiClocks environment. Available classifications are set up in Administration > Settings > Employee Setup.

• Skill tags. You can assign skills to the employee. The list of available skills is specified under Administration > Tag Management > Employee Skills.

• Crews. View the employee's crew tags crew tags if any. Crew tags are assigned to employees from the job site's employees section.

• User defined fields. Here, all the custom fields added for your environment under Administration > Settings > User Defined Fields > Employee. are shown.

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  PERMISSIONS

  Your role needs to have the Edit UD fields permission under Administration Role Permissions > Employees to be able to edit user-defined fields.

Configure general settings

Non eligible for rehire

If this setting is activated, you are not able to re-activate the employee profile if it has been disabled. See Manually create an employee for more information on employee profile status.

Ignore job site hours policy

This setting allows an employee to punch at any job site regardless of the job site's working hours policy. The same setting is available in the job site employees section to configure this rule per specific job site.

Other important behavior to note:

• When an employee is first assigned to a job site, the system automatically applies the employee profile's Ignore job site hours policy setting to that assignment. This setting can be modified later in the job site employees section.
• For existing job site assignments, changes to the Ignore job site hours policy setting in the employee profile will not affect the existing assignments. By default, the setting in the job site employees section takes precedence. However, if you select the Update all job site level settings option when applying the setting, the setting in the employee profile will override all the job site-level settings for the employee's current and future job site assignments.

Configure User account settings

• GPS tracking. Enable or disable GPS tracking for the individual employee. See GPS to learn how GPS tracking works and is configured. The GPS tracking settings in the employee profile becomes available if GPS tracking is enabled in Administration ().

• Allow personal app punches. Let employees punch into and out of the job site using their personal app.
• Cost code on punch out. The employee will be asked to cost code all the timelogs on punch out.
• Geofence lock. If the option is enabled, the employees will only be able to punch into a job site if they are within the job site's geofence lock. See Geofence zones for more information.
• Roaming employee. Employees are able to punch into any job site regardless of the job sites assigned to them. In addition, roaming employees can punch regardless of the job site's working hours policy.

Assign job sites

In this section, you can assign a job site to the employee as well as view the complete history of past job sites.

To assign a new job site, select the Assign job site button in the upper right corner of the screen, select a job site from the dropdown list, and select Save.

The following screenshot shows the dialog box where you can search for job sites and assign them to employees. There is a RECENTLY WORKED section that displays the job sites that the employee has worked at recently.

The first job site you assign to the employee becomes the main job site. If you assign more sites to the employee, you can select another site to be the Main one from the three dots menu on the job site entry. In the same menu, you have the option of removing the job site, which will remain in the list, having its end date changed to the date of removal.

There is also a History section that shows all the job sites that had been assigned to the employee in the past.

Assign job sites from multiple org units

If your MobiClocks environment is converted to an enterprise structure, and the Additional organization unit(s) setting is enabled in Administration > Organization units, it is possible to assign job sites from multiple organization units.

In this case, when assigning a job site, the selected organization unit is displayed at the top and can be changed using the Change option, as highlighted in the following screenshot.

When assigning job sites, the system limits available job sites based on the intersection of your organization units and the employee's organization units. You can only assign job sites from organization units that both you and the employee have access to. For example, if you have access to organization Units A, B, and C, while the employee has organization unit A as their main unit and only organization unit B as an additional one, you can only assign that employee to job sites in organization units A and B.

After the organization unit is selected, job sites within the organizaiton unit will appear in the list and can be assigned to the employee. See Additional organization units to learn more.

Add a profile picture (optional)

There’s also the profile picture field, which is optional. So, you can create an employee without adding a profile pic, but you won’t be able to activate the employee profile without a profile pic.

Finalize the setup

When you’re done, select the Create Employee button at the top to create the employee entry. As soon as the employee is created, you’ll be taken to the employee’s newly created profile, where you’ll see some additional details under Profile Info.

Employee activation

By default, the employee profile has a Draft status. You’ll be able to activate it as soon as you fill in all the required fields and add a profile picture. If the requried fields and profile picture are set prior to selecting the Create Employee button, the status will change to Active automatically upon creating the profile.

Draft employee profiles can be deleted using the Delete employee option.

If the employee profile has a Draft status and doesn't have a profile picture, you can send an activation link to the employee and request to upload a profile picture. See Add a profile picture to learn more.

The option is available under the profile picture area, as shown in the following screenshot.

The activation link (expires in 24 hours) can be sent either via email or sms if the employee has a phone number indicated. The following screenshot shows the dialog with the two possible methods.

Choose the preferred option and select Send.

After the employee selects the link in the message, they are taken to a new screen where they are asked to take a photo of themselves and submit it.

As soon as the image is submitted, it is uploaded to their profile, which in turn becomes Active.