Adding Employees

How to set up your employees in ClockShark

Construction and field-service companies employ all sorts of workers — from the office staff to employees to 1099 subcontractors. Each of them uses ClockShark in different ways and should have different levels of access. That’s why ClockShark made the employee settings customizable — so you have control over who can do what in ClockShark.

How to Add Employees

There are two main ways you can add employees. First, log into the ClockShark website and follow these instructions:

  1. Click the Admin tab at the top of the site

  2. Under the People section click Employees

  3. From the Employees page, click the green +Add Employee button

  4. Enter the employee's information - we will go over the employee information you will need below

 

The second method is as follows:

  1. From any page, press the blue +New button, which is always available in the top-right corner of the screen

  2. Click Employee

  3. Enter the employee's information

 

A third option is to bulk upload employees using a CSV spreadsheet. To learn more about data import, click this link. Additionally, some integrations, like QuickBooks, can import employees.

Adding Your Employee's Information

Fill in the following information for each employee:

  • Employee name: Enter your employee’s first and last name.

  • Employee ID: This field is optional. You can use it to create an internal ID in ClockShark for timesheets, schedules, and reports.

  • Email, Phone Number, and Password: Add the employee's email address or phone number and create a password for them to use when logging into the website and mobile app. The password is case-sensitive. Your employee will be prompted to change their password when they accept the ClockShark invitation.

  • Status: By default, the employee will be Active. However, you can make your employee Inactive by pressing the drop-down menu and choosing Inactive. Inactive employees will not receive the setup email or text message and do not count toward your user count.


  • Color: Choose a color to keep your employees organized. For example, make your field employees green and your office employees blue.

Settings and Permissions

Below are the optional settings and permissions you may give your employees.

Pay Rate and Overtime

  • Base Pay Rate: You can set a base pay rate to help calculate the true cost of labor and make reports (like the Pay Rate Report) more accurate.

  • Overtime: Assign your employee to an overtime policy. You’ll need to create an overtime policy first. Learn how here.

Note: Basic and Standard plan customers can create a default set of overtime rules to apply to all employees. Pro plan customers can create multiple overtime rules and apply them to different employees.

 

Groups

  • Departments and Locations (Pro plan only): You can assign your employee to a group by adding them to a department and/or location. You can use these groups in ClockShark to easily filter and select employees in bulk. Make sure to set up your departments and locations before adding employees. Learn how here.

    Pro-plan customers can assign employees to different departments or locations, which is helpful when you have multiple crews or offices.

Time Off

  • Time Off (Pro Plan only): You can assign your employee to a paid time off (PTO), sick time, or unpaid time off policy. Make sure to set up your time off policy first. Learn how here.

Role

  • Employee or Administrator: You will assign this person the role of either an administrator or an employee.

    Administrators have full system access while employees have limited system access. You can choose to give employees more permissions (including manager work & settings) with the options below. To learn more about roles, please read this article.

     

Timesheets on Mobile App

Edit and add time to their own timesheets: This permission allows an employee to edit previously created timesheets in the mobile app and create new ones for themself. With this permission, they can:

  • Correct clock-in and clock-out mistakes

  • Correct the job or task (if they chose the wrong one)

  • Add notes and file attachments to their timesheets

  • Add a manual timesheet (helpful if the employee forgets to clock in and out)

Note: It’s easy to spot an edited or manual timesheet. You’ll see the message, “Edited by (Employee's Name),” the date and time it was edited, and a link to the audit-log trail showing what information the employee added or changed.

  • Edit their own timesheet notes and attachments: This permission allows an employee to only add and edit notes and attachments in their timesheets (instead of the full capabilities listed above). This is helpful when employees need to mention or clarify something about their shift.

     

Time Clock

  • Enable GPSTrak™: Check this box if you need to know your employee’s location throughout the workday. The ClockShark app will ping for your employee’s location 3 – 4 times an hour using the GPS on their mobile device.

    If you check this box, your employee must grant the mobile app permission to always allow access to their location. That way, if they use another app on their phone during the workday, the GPSTrak™ feature will continue to work in the background without interruption.

    The app does not track employees when they are clocked out or on a break.

  • Require location services (GPS) to clock in from the app: Check this box if you checked Enable GPSTrak or if you only need to know your employee’s location when they clock in or out from the app.

    If you check this box, your employee must grant the ClockShark app permission to access their location or they will not be able to clock in.

  • Allow clocking in from the website: Check this box to allow an employee to clock in and out from their account on the website.

    Only check this option if you do not need to know your employee’s GPS location since the web version of ClockShark does not collect GPS location data.

  • Allow clocking in from KioskClock™: Check this box if you want your employee to clock in and out using the same, shared device (often a tablet at a fixed location like an office or job site).

    You’ll need to create a unique PIN for your employee. Only administrators can change or view a PIN in ClockShark. You can check a box to require a facial recognition photo when your employee clocks in or out using the KioskClock™ feature. Here is a link on how to set up the KioskClock™.

For in-depth details about Work Settings and Manager Settings, please read this article

 

If you want your employee to receive a text message invite, check the text message box and click the blue Add Employee button at the bottom of the page and you’re done! Note: if you only entered a phone number, there will not be a box to check and the text message invitation will automatically be sent.

 

 

You will now see your newly-added employee on the Employees page with a "Pending" status. This "Pending" status means that your employee has not finished the steps they must take to activate their account.

 

What Your Employee Does Next

If you went the email route, your employee will receive an email letting them know that they've been invited to join your ClockShark account.

 

 

Once your employee clicks the orange "Join Now" button, they will be redirected to the ClockShark website where they will create their password and agree to ClockShark's Terms of Service and Privacy Policy.

 

 

Once your employee enters their new password and presses "Join Now," they will be prompted to download the ClockShark app on their smartphone or tablet.

 

 

At this point, your new employee's status will change from "Pending" to "Active"

 

 

Note: The link expires after 72 hours. If you need to resend the invitation, press the 3 dots next to the Status > and click Send Invitation.

 

 

If you went the text message route, your employee will receive the following text message, and then complete the same steps above.

 

Inactive Employee Option

You can also add your employees to ClockShark as Inactive. Inactive employees will not receive the invitation email and do not count toward your active user count. Once you are ready to activate your inactive employee(s), you can go to the Employees page > click the 3 dots next to their status > and press "Activate"

 

 

This will automatically send the employee their invitation email and change their status to Pending until they complete the sign-up process.

 

Note: for all intents and purposes, "Pending" employees are functionally the same as "Active" employees. They can still log in to the ClockShark app if an admin gives them their username and password. Additionally, they can use KioskClock to clock in. Pending employees do count toward your user count on the bill.

 

If you have any questions along the way please feel free to contact our Support team and get ready for answers!