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Managing Employees

Managing your employee list is essential for accurate time tracking, reporting, and payroll. This guide covers how to add new team members, deactivate users, and manage detailed employee information inside the Time Clock Admin Panel. This feature is only available in the paid version of the Time Clock App. If you are using the free version, users are added automatically the first time they go to clock in.

How to Add a New Employee

  1. Go to Store > Time Clock Admin Panel

  2. Click on the Employees tab

  3. Click Add Employee

    • Complete their name, email and hire date

Additional Employee Information

Once added, hover over the employee row and click Edit to manage additional details:

General Tab

  • First / Last Name

    ⚠️ Make sure the name matches their Commerce7 profile. Changing names after setup can affect tips/commissions tracking.

  • Email Address

  • Employment Status (Full-Time, Part-Time, etc.)

  • Access Type (Admin or Staff)

  • Hire Date

  • Staff Page External Link

  • Certifications

    • Add compliance or training records, with expiration dates

Pay Info Tab

  • Assign multiple hourly pay rates by Schedule Category (e.g., Tasting Room, Office, Events)

  • Option to exclude employee from shared tip calculations

Scheduled Shifts Tab

  • View and assign upcoming shifts

Time Off Tab

  • Review accrued PTO and manage pending or approved time off requests

Unavailability Tab

  • View unavailability blocks

    Employees can submit unavailability directly from the Clock In page in the POS

How to Remove or Deactivate an Employee

  1. Go to the Employees tab

  2. Click on the employee’s name

  3. Scroll down and toggle Deactivate Employee

Deactivated users cannot clock in/out, but their records remain in reports and payroll exports.

Additional Notes

  • Admin users and deactivated employees do not count toward billing unless they clock in during the billing month

FAQs

Q: Can I delete an employee permanently?
A: No. Employees can only be deactivated to preserve historical data.

Q: What happens if I reactivate someone?
A: All previous settings, pay rates, and history will be restored automatically.