Manually create an employee

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

Step 1: 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.

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PERMISSIONS

Your role needs to have a Create new employee permission under Administration > Role Permissions > Employees to be able to create an employee.

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NOTE

If Employee Manual Creation is not activated for your MobiClocks environment in Administration > Settings > General, the Add new employee button will not be available.

Step 2: 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.

Step 3 (visible based on configuration): Select an organization unit

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

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VISIBILITY

You’ll see the Organization Unit field only if your MobiClocks environment is converted to an enterprise structure.

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PERMISSIONS

Your role needs to have an Assign to organization unit permission under Administration > Role Permissions > Employees to be able to assign employees to organization units.

Step 4: Add an employee name

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

Step 5: Select a company

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

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NOTE

If your environment is converted to an enterprise structure, the list of companies is filtered based on the selection of an organization unit done in Step 3 of this guide.

Step 6: 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.

Step 7: Select a pay group

Here, you choose whether the employee is paid on an hourly basis or through a monthly salary.

Step 8 (optional): Add a profile picture

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.

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NOTE

The profile picture also serves as a base for face recognition. Therefore, if you're using face recognition as part of your employee identification process, make sure employee profile picture are clean photos with clear backgrounds.

Step 9: 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.

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.

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PERMISSIONS

Your may send activation links if your role has the Send employee activation link permission enabled under Administration > Role Permissions > Employees.

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. For example, if the link is sent via SMS, employees get a message similar to the one shown in the following screenshot.

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.

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NOTE

Face detection is applied when taking a photo, and the system doesn't allow to upload the image if no face is detected.

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

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NOTE

The profile is not activated if a similar employee is identified in your environment. You have the option to disable the similar employee profile to active the current profile.