How to set up an employee

To set up an employee in Time Portal, click the Lists drop-down at the top of the screen. Then click Employees.

Next, click the green Create  button.

On the Create page, fill in the fields, taking note that all fields with a red asterisk (*) must be filled in before saving. Once the fields have been completed, click Save.

• First Name – This is the first name of the employee.
• Middle Name – This is the middle name of the employee.
• Last Name – This is the last name of the employee.
• Number – This is the employee’s number and uniquely identifies the employee in the system. Time Portal also uses this number to map the proper time data to the appropriate employee in your payroll software. It is very important that these numbers match the numbers in your payroll system.
• Badge - This is the employee's badge number, used to clock the employee in and out via a barcode reader or RFID scanner.
• Date of Birth – This is the date of birth of the employee.
• Crew – This is the crew that the worker is assigned to. Employees can also be added to crews on the Crew setup page and also through the Import spreadsheet.
• Team Name - Crew members may be split into smaller groups called teams.  Please see "Team Names" for more information.
• Phone Number - The phone number is used to login into the IOS and Android mobile application as a crew leader or single user.  If the employee will be using the mobile app, enter their phone number without parentheses or dashes.  Please see "Invite Employees to the mobile app" for more information.
• Hourly Rate – This is an optional hourly rate that can be applied specifically to this employee. This is useful if an employee is paid a different rate than your base rate that is setup on the company page. Please see "Hourly rates and how they are applied" for more information.
• Minimum Wage - This is an optional minimum wage rate that can be applied specifically to this employee. This is useful if an employee is paid a different minimum wage than your base minimum wage that is setup on the company page. Please see "Hourly rates and how they are applied" for more information.
• Is H2A – This tells Time Portal whether or not this employee is an H2A worker. It is important to flag your workers appropriately as Time Portal treats domestic and H2A workers differently based on this flag.
• Do Not Hire - Information on flag for this employee.
• Status - Toggle that defaults to on for Active.  Click off for Inactive.
• Mobile App Mode - The Mobile App Mode is used to define the level of access in the IOS and Android mobile application as a crew leader or single user or none (most employee will be None).  If the employee will be using the mobile app, select Crew or Single User from the dropdown.  Please see "Invite Employees to the mobile app" for more information.
• Access Code - The Access Code is used to login into the IOS and Android mobile application as a crew leader or single user. Time Portal may have already generated a random number but you can update this code with a value between 1000 and 9999 that must be provided by the employee when logging in. Please see "Invite Employees to the mobile app" for more information.
• Default Job, Location, and Crop Variety - This is the default Job, Location, and Crop Variety that is applied when this employee clocks in on the Kiosk or when the Default Location Option is selected on the mobile device (if enabled).

You have now set up an employee in Time Portal. Happy Timekeeping!