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People and employees

How to manage your people in Syncro Connect, from adding employees and setting their access levels to assigning schedules and managers.

Adding a single employee to Syncro Connect

Add one employee from the People area: click the green plus, choose Create, then fill in their details, access level, schedule and manager before saving.

Step 1: Open the People area

  1. Once logged in, go to the left-hand menu and select People.
  2. You will see a list of the active users on the system.

Step 2: Start a new employee

  1. In the top right corner, click the green plus symbol.
  2. A pop-up appears with three options: Create, Invite or Import. Click Create. (Invite and Import are covered in a separate guide.)
  3. A panel slides in from the right of the screen for you to complete.

Step 3: Enter the basic information

  1. Fill in first name, last name, email address and status.

The email address you enter here is where the employee’s login password, app details and notifications are sent, so make sure it is correct.

Step 4: Set the access level

  • User: a standard employee. Leave the level here for most staff.
  • Manager: can manage particular staff, manage exceptions, add employees, view timesheets and approve holiday. What a manager can do is set by user-defined roles in the settings section (covered in a separate guide).
  • Main administrator: everything a manager can do, plus administering the account itself, such as billing details, billing cycles, and upgrading or downgrading the account.

Step 5: Add payroll number and RF card ID

  1. Enter the payroll number.
  2. Enter the RF card ID if you use RFID clocking machines with cards or fobs. You will find this number stamped on the physical card or fob itself.

Step 6: Assign a schedule

  1. Use the Schedule drop-down to select the schedule the employee will work.
  2. If no schedules exist yet, you can create them afterwards and come back to assign one here, or assign employees to the schedule from the schedule setup.

Step 7: Set dates and direct manager

  1. Start date: the employee’s first day of employment.
  2. Leave date: leave this blank for now. If the employee later leaves the business, come back and set it.
  3. Direct manager: the person who receives their holiday requests, edits and manages their exceptions, and views their timesheets.

The start and leave dates automatically pro rata the employee’s holiday entitlement.

Step 8: Save

  1. Click Save. Your new employee is now created. Adding additional employee information is covered in a separate guide.

Inviting an employee to Syncro Connect

Instead of adding an employee yourself, you can invite them by email to sign up and fill in their own basic information. Here is how.

Step 1: Open the People area

  1. Log in to Syncro Connect and select People from the left-hand menu.
  2. You will see a list of all your current employees.

Step 2: Start an invitation

  1. On the right-hand side, click the green plus button.
  2. A pop-up appears with three options: Create, Invite or Import. Click Invite.
  3. A panel slides in from the right of the screen.

Step 3: Enter the employee’s details

  1. Enter their first name, last name and email address.
  2. Set their user role:
  • User: a standard employee.
  • Manager: can administer the system, add shifts and schedules, and manage clocking information. Exactly what they can do is set in the manager permissions section.
  • Administrator: everything a manager can do, plus administering the account itself, such as invoicing, billing cycles, and upgrading or downgrading.

Step 4: Send the invitation

  1. Click Invite.
  2. The invitation now shows as a pending request.
  3. Once the employee accepts the invitation from their email, their status changes to accepted.

Importing your staff list into Syncro Connect

Add your whole team at once by downloading the template spreadsheet, filling it in, then uploading it through the import wizard.

Step 1: Open the People area

  1. Log in to Syncro Connect and select People from the left-hand menu.
  2. You will see a list of your employees.

Step 2: Open the import wizard

  1. On the right-hand side, click the green plus.
  2. A pop-up appears with three options: Create, Invite or Import. Select Import.
  3. The import wizard slides in from the right of the screen.

Step 3: Download and fill in the template

  1. Click Download Template. An Excel document downloads to your PC.
  2. Open it and complete a row per employee, using the columns: first name, last name, employee email address, payroll number, RFID card, start date, leave date, access level and direct manager.
  3. For direct manager, enter that manager’s email address.
  4. Save the completed spreadsheet to your PC, then go back to Syncro Connect and click Continue.

Step 4: Upload and verify the file

  1. At step two, select Choose CSV File and upload the file you just saved.
  2. Click Verify File.
  3. The wizard prepopulates the rows, showing how many are ready and any errors.

Errors are usually duplicates (the employee already exists in the system) or rows that are not formatted correctly. Go back to the spreadsheet, amend, and reupload if needed.

Step 5: Run the import

  1. When you are ready, click Run Import. The wizard processes all the employees on the spreadsheet.
  2. Once confirmed, click Update. Your employees are now on the system.

Related guide: setting up absence constraints is covered under Absence & holidays.

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