Use Employee Profiles

Use Employee Profiles

Personal Tab

All accounts include the following Recordkeeping fields:

1. Birthday.  Key in the format mm/dd/yyyy or click on the Calendar Picker icon.
   Note: Entering a birth date will place a reoccurring reminder on the calendar so you can wish your employee a happy birthday each year. 
2. Hire Date. Key in the format mm/dd/yyyy or click on the Calendar Picker icon. 

Note: Entering a hire date will place a reoccurring reminder on the calendar so you can recognize your employee’s anniversary each year.

1. Payroll Status. Tell us if this employee is paid by the hour (qualifies for overtime pay), receives a salary (does not qualify for overtime pay), or receives commission.
   
2. Employment Type. Full-time or part-time status could affect benefits, including paid vacation, holidays and sick leave. And the number of full-time employees determines which federal and state labor laws apply to your company.
3. Classification. This is important to note because different compliance laws apply to contractors versus permanent employees, for example.
4. Employment Status. By default, when entering a new employee, we assume the employee is active. Select “Active” status for all current employees. This status allows you to enter absences and events, and view the employee’s entries on the calendar. Select “Inactive” status for individuals who are no longer employed with you. This will remove those individuals from the calendar view, but you can still report on their attendance histories (in case of an unemployment dispute, for example).

Additional fields are available by unlocking them within your Preferences:

1. Employee ID. This can be any 35 digit alphanumeric, unique identifier for each employee.

Note: No two employees may use the same Employee ID.

1. Employee’s Photo. You may upload either a .png or .jpg image file. All other image file formats are not supported.
2. Middle Name and Nickname.

Contact Tab

 

All accounts include the following Recordkeeping field:

1. Email Address. Enter a unique email address.
   Note: This is required for employees to access the Employee Self-Service Site.

Additional fields are available by unlocking them within your Preferences:

1. Employee Address and Phone Numbers (home and cellular)
2. Emergency Contact Info (name, relationship, address, phone number.)

Job Details

All accounts include the following Recordkeeping field:

1. Department - This field can be used to organize your employees by departments. Your Calendar and your Reports can be filtered by this field.
2. Supervisor (FlexTrack & Above Members) - You may check the 'Supervisor' checkbox to designate the employee as a supervisor. Once activated, an Employee List becomes accessible to choose which employees are assigned to the supervisor.

Additional fields are available by unlocking them within your Preferences:

1. Job Title, Department, and Work Location

Note: The above fields are what we call combo boxes. Type data into the fields and it will save within the drop-lists to be used later for other employees as well.

1. Next Annual Review.

Note: If the Performance Review event code is active within your Preferences, this date will place an annual reminder on the calendar. 

1. Separation Date. Records the last day worked by an employee.

Note: If the Separation Date event code is active within your Preferences, this date will place a one-time reminder on the calendar.


Time-Off Plans Tab

Plans are separated into 4 different time-off banks (PTO, Vacation, Sick and Personal). Choose whichever banks you'd like to use by entering values into the Allowance field or selecting a Time-off Plan(PowerTrack Members Only).


PowerTrack Members Only

1. Time-off Plan - Select a Time-off Plan you created in your Preferences and assign it to a time-off bank to allow it to accrue time. This is for PowerTrack Members Only.
1. Recalculate Balance - This will run the accrual plan from the employee's hire date to today's date and give you the balance.
2. Apply Moving Forward - This will keep your employee's current balance and only apply the accrual moving forward from today' date.
2. Used - displays the amount of time used in the current benefit year.
3. Available Hours - displays the amount of time available to the employee.

All Other Members

1. Benefit Year - Benefit years may be selected for each Time Bank within your Preferences.
2. Allowance - Enter the amount of time (Hours or Days) allowed to the employee for the current benefit year.
3. Carryover - Carryover may be turned on for any time-off banks within your Preferences. If turned on, your employee's remaining "Available" time will carry over into the next benefit year.
4. Used - displays the amount of time used in the current benefit year.
5. Available Hours - displays the amount of time available to the employee in the current benefit year.

Permissions Tab

 

Employee Features

1. Submit Time-off Requests.Grants access to submit time-off requests. 
2. Submit Time Sheets. Grants access to submit weekly time sheets. Available to FlexTrack and above accounts
3. Submit Contact Info. Grants access to submit/update Contact Information along with Emergency Contact Information.
4. View Company Scheduler Report.Grants access to run an Employee Scheduler Report for the entire company to help avoid scheduling conflicts when submitting a Time-off Request.Time-off details of other employees' absences and events are not displayed for privacy reasons.
5. View Company Calendar. Grants visual access to absences and events for the entire company. This helps to avoid scheduling conflicts when submitting a Time-off Request. Time-off details of other employees' absences and events are not displayed for privacy reasons.

Supervisor Features

Available to FlexTrack and above accounts

1. Manage Employee Requests.Grants a Supervisor access to manage their employees' time-off requests.
2. Manage Employee Time Sheets.Grants a Supervisor access to manage their employees' time sheets.
3. Manage Employee Contact info. Grants a Supervisor access to submit/update their employees' contact information.
4. Send Invitation.​ Emails login details and instructions to use the TrackSmart Employee Site.

 

Notes Tab

1. Notes: This is an open text field to record any notes regarding the employee.