Add an employee and send their login link

An employee record links a staff login with workshop information such as role, department and technician costing. Employee-management, access-link and compensation permissions are separate.

Add the employee

1. Open Configuration → Employees → Add Employee.
2. Enter Name, Email and Username. Email and username must be unique.
3. Add Phone, Department, Job Title and Hire Date as appropriate.
4. Select Role. A technician must have the Technician role; typing Technician as a job title alone is not enough.
5. Leave Password blank if the employee should choose their own using the access link.
6. If authorised, enter Basic Salary, Working Days / Month, Working Hours / Day and an optional Hourly Cost Rate.
7. Click Save.

Working days must be between 1 and 31, and working hours between 1 and 24. The hourly cost override must not be negative. Without an override, the costing basis can be derived from salary divided by the configured working days and hours.

Share access

Use the Share access panel after creation or Login link on the employee row. Choose Copy message, Send by email or Send on WhatsApp. Check whether WhatsApp actually sent through the connected provider or opened a message for you to send manually.

The link lets the employee set their own password. It works once and expires in 48 hours. Renew link (the old one stops working) replaces an expired or unsuitable link.

What happens next

The employee signs in with their own account and sees the permitted screens. A technician becomes assignable when their employee record and Technician-role login are correctly linked.

Troubleshooting

If the email or username is already used, inspect the existing staff account before creating another. If salary controls are hidden, ask the compensation administrator. Keep access links private; do not post one in a shared workshop group.

Related articles

• Sign in and passwords
• Roles and permissions