How to Add an Employee

Add employees to enable them to start clocking In/Out and record worked hours based on the configuration of the Initial Setup


1. Click    Employees in the Left Nav to expand the options and select Employee List


2. Click      and select Add  


3. Fill out the Employee Information Form as needed

Jump to see all Employee Profile fields

  • For a faster experience, enable

4. Employee Portal Access 

  • If you wish to grant employee access to the system
    • Learn More: 

5. Click     if you are done adding employees

To quickly add an additional employee, click _____ 

This table does not contain custom fields 



Setting Description
First Name Employee's first name
Middle Name Employee's middle name
Last Name Employee's last name
Preferred Name

Employee's preferred name

* The Preferred Name takes display priority over the First Name, Middle Name, and Last Name

Date of Birth Employee's date of birth
Gender Employee's gender
SSN Employee's Social Security Number


Emergency Contact

Setting Description
Full Name Full name of Emergency Contact
Phone Number Phone number of Emergency Contact
Work Email Work email of Emergency Contact
Relationship Relationship to the Emergency Contact
Address Address of the Emergency Contact


Employment Status

Setting Description

Effective Date of the Employee Status

* Employee Hire Date by default, updates when an employee is edited. 

  • Active - Employee is actively working 
  • Inactive - Employee is not actively working
    • Software access is restricted
    • Notifications are disabled 
    • Does not count toward the number of active employees on the license
  • Terminated - Employee has been terminated
    • Software access is restricted
    • Notifications are disabled 
    • Does not count toward the number of active employees on the license.
  • Pending - Employee has been added to the system, but their hire date has not been reached. 
Hire Date

The first day of employment for the employee.

* The accuracy of the Employee Hire Date is important for the proper calculation of Paid Time Off. 

Employment Type 

Setting Description

The Effective Date of the Employment Type field selections

Job Title Select a Job Title (optional)
Employee Type
  • Regular
  • Intern
  • Seasonal
  • Temporary
  • Contractor
  • On Call
  • Vendor Employee
FT/PT Status
  • Full Time
  • Part Time



Setting Description
Effective The Effective Date of the Compensation Type field selections
Pay Period Frequency
  • Weekly
  • Bi-Weekly
  • Monthly
  • Semi-Monthly
Pay Type
  • Salary
  • Hourly

* Only applies to employees with the Salary Pay Type

  • Exempt
  • Non-Exempt
Pay Rate Employee's rate of pay. Used for timesheet and reporting calculations. 
Pay Rate Schedule
  • Hourly
  • Daily
  • Weekly
  • Bi-Weekly
  • Four Week
  • Semi-Monthly
  • Monthly
  • Annual
Change Reason
  • None
  • Promotion
  • Demotion
  • Annual Review
  • Performance Review
  • Cost of Living Adj. 
  • Other
  • New Hire
Avg. Weekly Expected Hours

# hours the employee is expected to work

Expected Hours Behavior
  • Fixed
  • Fluctuating


Company Structure

Other existing Groups, such as Departments or Positions, will be displayed in this section. 

Effective Effective Date of the Group assignment(s)
Location Location assigned to the employee


Employee Portal Access 

To give the employee access to Workeasysoftware.com: 


1. Enable the following setting


2. Enter the employee's email address

* Once saved, the employee will receive an invitation via email. 


3. Select a Security Group


4. Select a Locale


Learn More: How to Add an Employee Portal User


Once the Employees creation form is complete: 


Click   if another employee needs to be added 


Click      to finish adding the employee