Manually adding employees

APPLICATION: Registering your employees is essential for working with Involves Stage and is one of the first steps to be taken during your onboarding. The employees you register will be linked to regionals and those who belong to your Field Team will receive their Itineraries and Tasks. REQUIRED READING: Entering Macroregional and Regionals, Access Profile's Concept, Access Profile’s Permissions.

 

There are two ways to register employees on Involves Stage: you can import your information or you can enter it manually into your system. The choice is yours. 

We recommend adding new users manually when registering small numbers of employees, and when editing the ones you had already added.

New employees can be added on the Web platform:

Menu > Employees > Employees

 

 

This page is divided into four tabs, where besides registering the important data of your employees' work, you can also register some detailed information for other areas like Human Resource. To add a new user, click the New button on the bottom right corner of the screen and chose the appropriate tab:

 

 

GENERAL DATA

• On this tab, check Active on the Employee Status;
• In Access Data, fill out the required information to customize the use of the system;
• In Employee Data, fill out the employee’s identification data;
• In Employee’s Address, fill out the employee’s address. 

ADDITIONAL DATA

• In Misc. Information, fill out the fields with employee personal information;
• In Delivered Materials, you can add devices provided to your employee;
• In Compensation Information, you can add data used by the company’s HR;
• If the Punch Clock integration is being used you can add the Social Security Tax number of each employee in Social Security Tax.

 

EMPLOYEE DOCUMENTS

On this tab, you can upload all additional documents for registering your employee, e.g.: ID Card, a residence proving receipt 

 

SET FILTERS

Finally, on this tab you can choose if your employee will be visiting only certain banners or all of them. If you want all of them, check the option  All Banners. When it is not selected, a list will be displayed containing the banners included in the system to assign your new employee.

 

Whenever you add a new employee you need to fill out the required fields signaled with a (*). However, filling out the additional information will power up your operation. The more employee information you add, the more options you will have when generating a report. Check out some requirements:

 

EMPLOYEE STATUS

In order for an employee to receive their itineraries and tasks, they must be active on the system. An employee should only be checked as inactive when they are no longer part of an operation. Instead of deleting them, Involves Stage allows you to select their status. Therefore, your company won’t lose any important data.

 

EMPLOYEE NAME

Your employees' names must be unique on the system. For instance, if your staff has two people named Sarah O’Neill, consider inserting their full name within the one hundred characters limit. 

 

USER

Your employee will login on our Web and App platforms with their usernames. It also should be unique and containing at least five (5) characters. We suggest an easy-to-type login avoiding blank spaces and special characters such as symbols. 

 

PASSWORD

There are two ways to set a password: entering it manually on the password field (at least six (6) characters) or selecting the option Generate a Password Automatically. The system will send it directly to your employee's e-mail account. Involves Stage also accepts lower and uppercase characters. It's a good idea to define a standard so it's easy to type in.

 

E-MAIL

E-mail is a required and indispensable field if the Generate a Password Automatically option is selected. The registered e-mail will also be used to receive operation reports and to retrieve a password.

Your new employee will receive access to the system by e-mail, with a random system-generated login and password. 

LANGUAGE

The language selection will affect how the user sees Involves Stage. Involves Stage is currently available in Portuguese, English and Spanish.

 

TIME ZONE

A correct time zone will affect all of your field teams’ reports, and will show the current time at the location where your employee is.

 

ACCESS PROFILE

This field shows the access profile of your employee, previously defined in the system.

 

REGIONALS

This field lets you assign a regional to your employees. Don’t forget that only previously registered regionals will be available and it’s possible to assign more than one regional to an employee.

 

WORKDAY

Here you can select your employee’s workdays, which should be previously added on the system.

 

FIELD TEAM

This field lets you define whether an employee will take part on the field team or not. If yes, you must give them access to the system selecting the Mobile Access option. Besides selecting this option, you’ll be activating one of your Involves Stage’s licenses.

 

MOBILE ACCESS

Here you’ll define if the employee will be able to interact with the system via App. If you selected yes on the prior field, you should also select yes on this one.

 

SUPERIOR EMPLOYEE

It’s possible to assign a direct superior employee to each one of your employees. The available options will be displayed according to each access profile previously registered in the system. 

 

MOBILE DEVICE

By default, your team members will only be able to access the system on a single device. That’s why the Mobile Device field will register the serial number of the mobile phone or tablet used by the employee. It’ll be only active whenever selecting the field team option and after the user’s first login.

This field won’t be shown when adding an employee, only when editing their information. Next to it you’ll find the Unlink option, when selecting it you will unlink your employee automatically from the App releasing the access to a new device. You must perform this procedure every time your employee accesses the App from a new device.

 

 

 

FILTER BY

Involves Stage allows access profiles from higher ranks to receive, by e-mail, partial reports from the activities of the field team. When selecting the Receive Partial Operation E-mail option, the Filter By field will be active either to filter by Regionals - to receive information of all of the regionals assigned; or to filter by Superior Employee - to receive information from their subordinates.

 

INDIVIDUAL TAXPAYER REGISTRATION

Filling out your Employee’s Individual Taxpayer Registration is optional and it is possible to insert any kind of character. This field accepts blank space, graphic signs and slash.

 

PHOTO

It’s also possible to include a user photo. You can upload the file via App or when adding your employee.

 

GEOLOCATION

Your employee’s address is a non-required information, though it is essential if you want to use the geolocation resource. This option will allow you to define smart itineraries choosing the best route  between points of sale and your employee's address.

 

 

Note When saving your new employee, the Employee Hiring window will pop up. On this window it’s possible to select your new user’s Date of Hiring creating up to three alerts whether this hiring is a temporary or for a probationary period. If it’s not possible to access the correct date of hiring, you can use the date of registration in the system.