Main employee screen

You access the employee area of Schedule Xpress using the ‘people gear’ icon at the left edge of the screen.

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When there are no employees in the database, or no employees that match the filters the top of the page (status, employee, groups, departments, qualifications), then an empty page is shown.

The grid layout can be adjusted by dragging the separators between columns, dragging the column headers, using the filter (funnel), and clicking on the column headers to sort the list. At the right edge of the column headers is a three dots icon that allows you to choose which columns to show in the grid.

Viewing employee information

To see all the details of an employee, click on the employee’s line. This will show a page with all the details about an employee.

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The information is organized into a number of sections. Use the gear at the top right of the page to hide sections that you do not use. Also use the gear to configure which fields will be shown in the quick view at the left of the page.

The employee’s photo will be shown if the employee has uploaded their photo in Team Xpress.

Adding employees

Press the Add Employee button to add a new employee, with the entire employee’s details, or press Quick add multiple to enter many employees at once, with their basic information.

Updating employees

To change any of the information for a single employee, click on the employee’s line. The employee’s detail page will be shown. Press the Edit employee button. To change information about multiple employees at once (applying the same change to all the selected employees), put checkmarks at the left edge of the desired employees, and then click on Update employees button at the top of the page.

“Deleting” employees

To delete an employee, put a checkmark at the left edge of the employee line, and then select the Delete option from the Toolbox icon at the top of the page. Note, however, that deleting is almost never possible, unless the employee has no shifts, which is almost never the case.

Instead, you Archive the employee rather than deleting them. On the employee’s General info page, change the Status to Archived.

Adding a new employee

Pressing the Add employee button at the top of the page or in the middle of the page presents you with a form with a dozen sections. You can enter as much information as you require. You might record a lot of HR type information in Celayix, or you might enter only the minimum required for your operation.

Tip: if you already have a HR system, you may want to keep the information to a minimum in Celayix so there is less information to keep synchronized between the two systems.

When you start to add a new employee you have an empty form. It has a number of sections that you can complete. E.g., General Info, Contact, Settings, etc. At the right hand edge there is a gear icon that lets you choose which sections you want to show.

General info

This is the most basic information that every employee must have.

Mandatory fields: All. First Name, Last Name, Employee ID (this will be auto generated if your database is configured to do so), Short name (this will be auto generated if not supplied), Status (defaults to Active if not supplied when adding an employee).

Optional fields: none

Contact

This is the information for contacting the employee by phone, email, or by regular mail. Mobile phone and email are not mandatory but are highly recommended. They will be used for sending them text messages and emails.

Mandatory fields: none

Optional fields: Address line 1, Address line 2, City, State/Province, Zip/Postal code, Country, Mobile phone (must include country code, 1 for North America), email address, alternate phone, Phone type.

Note that you must include Mobile phone and/or Email in order for the employee to be sent an invitation to set up their Team Xpress account.

If Alerts are configured to go to the employees, then they will be sent to both the Mobile phone and the Email address.

Display-only fields: Email consent checkbox, SMS consent checkbox. These are based on the responses that the employee gives when setting up their Team Xpress account.

Settings

Some basic settings regarding what the employee can do, and which users can schedule the employee.

Mandatory: all. All fields will be set to default values during Add, if not supplied

Security group is a setting that describes what the employee can do in Team Xpress. It relates to the Employee Security Groups settings in the main Settings area of Schedule Xpress. See Employee security groups

Managed by record access groups is a setting that relates to User Access, configuring the users who can access this employee. It relates to the Security Groups and Security Users settings in eTime Xpress. See User access

If the employee is permitted to create unscheduled shifts when checking in, the default customer, site and service will be applied to the shift that is created. Permission to create unscheduled shifts is configured in the Security group.

Accounts

The employee has a Team Xpress account, and may optionally have a Voice Xpress account.

Mandatory: all. Will all be set to default values during Add, if nothing is entered.

Team Xpress account username: the format of the account name is configured in the Branch Defaults - General section of Settings.

Personal info

You may hold some personal demographic information in this section.

Mandatory: none.

References

You may record additional information about an employee which is not covered in the other sections. For example, a common item is the employee’s Payroll ID if Celayix will be linked with your payroll or billing system.

Mandatory fields: none

There are up to ten reference fields. You configure their names in the Codes Maintenance section of eTime Xpress.

Registrations

This section is for keeping track of up to six items such as driver’s license number, a security guard license ID, a certificate or permit. You configure the names of the items in eTime Xpress.

Mandatory fields: none

Hiring history

You may keep track of when the employee started and stopped working for you.

Mandatory fields: none

Pay info

This section records optional information that may be used in other parts of Celayix.

Mandatory fields: Rate calculation (will set to Factor based if not specified)

Optional: The list of Departments, Positions, Employee types and Pay cycles are assigned by you. Pay stat and Pay OT both checked ON by default

Pay rates

Employees can be paid varying hourly wages depending on the service they perform. Pay rates are optional and might not be used in your organization. Additional information about pay rates can be found in the Time & Attendance User Guide.

Mandatory: none

Note: for the moment, Combination Pay Rates must be configured in eTime Xpress.

Max hours

This section provide a means to capping the number of hours that an employee can work in a day, week or month. This is not related to any overtime threshold, it is simply a way of limiting the number of hours scheduled.

For example, it might be necessary to ensure that Part Time employees are not scheduled for more than 25 hours per week.

Mandatory: none. If you check any box, then additional fields will become available to specify the maximum values.

Qualifications

This section allows you to record the skills, certifications and qualifications that an employee has. Typically you record these to ensure that only properly qualified employees are permitted to be scheduled into specific types of shifts. For example, to work as an armed guard the employee must have an armed qualification, or to work as a bartender the employee must have a ServSafe certification.

Mandatory: none

The qualifications that are required in order to work at any given site or service are configured in the relevant Site or Service setup.

Quick add multiple employees

When you press the Quick add multiple button, you are presented with a form that allows you to add multiple employees quickly, entering the minimum information required for each employee. You configure the fields that will be shown ion this form in the

After entering the information for the first employee, press the + Add employee item on the left to continue adding more employees to the form.

When you press the orange Add 3 employees button at the bottom right, the employees will be added, and invitations will be sent to the employees to confirm their Team Xpress accounts.

VIDEO DEMO