Most Time and Attendance (TAA) customers cannot add employees themselves; instead, new employees are entered into your payroll system, and then their records are added to TAA via the employee data file imported nightly.

Note: The setup for the import of the file provided by your payroll company is part of the TAA implementation process.
 
For information about TAA, go to An Introduction to Time and Attendance. For details about the TAA user interface, see Navigating the Time and Attendance Module.

If you are one of the few Synovia customers who do NOT have employee records imported from your payroll system, you can manually add an employee as follows:

Warning: If your employee records ARE imported and you add an employee via the steps below, you'll find after your next import that the worker no longer exists, as the imported employee file overwrote all your employee records. If you use an import, you MUST instead add the employee by providing their data to your payroll company.

  1. Click  >> Employees.
     
    Your first employee record will appear, alphabetically by last name.
      
  2. Click  at the top right of the screen.
     
    The Create New Employee Step 1 of 4 screen will appear.
     
    Note: The fields you see on the screen depend on your organization's TAA setup and will likely vary from what is in the preceding figure.
    Step 1 is for general employee information, such as last name, first name, and email address. The fields with red asterisks are required.
     
  3. Type in all the data you have for the employee in the fields in the General section.
    Note: The Primary Email Address field is used only if the employee you are adding is both a user of the Synovia software and a worker who will be clocking in and out using the Synovia app. (This will NOT be the case for most users; usually leave Primary Email Address empty.) In that situation, type the email address the user uses to log in to the app for Primary Email Address. (You will often find that the Email Address and Primary Email Address values are the same.) If you include a primary email address, you'll see that a fifth tab (Step 5 of 5), Create User, will appear.
  4. Leave the Status drop-down list set to Active.
    Note: Inactive is used for employees whose records you need to retain but aren't currently working for your organization, which isn't likely to be the case when you are adding a new employee.
  5. Click the Employee First Date calendar picker and select the beginning of the pay period in which this employee started working. (This is usually a date prior to today's date.)
     
  6. Click Next.
     
    Step 2 of 4 (or 5, with a primary email address) will appear.
      
  7. Type the employee's punch ID (what they will use to clock in and out) in the Enter a New ID to Assign field.
    Note: Many customers use the same number for the employee ID as the punch ID, but not all do.
  8. Click Next.
     
    Step 3 of 4 (or 5, with a primary email address) will appear.
      
  9. Click the Employee Type drop-down arrow and select the new worker's employee type, such as Driver.
     
  10. Optionally, you can click the End Date calendar picker and select a day the worker will no longer have that employee type.
    Note: This is often used for temporary employees. For most employees, you will leave the End Date field blank.
  11. Click Next.
     
    Step 4 of 4 (or 5, with a primary email address) will appear.
      
  12. Type the employee's full-time equivalent value in the FTE field.
    Note: The FTE value denotes what percentage of a full-time week the employee will work. For example, if your organization has a 40-hour work week and the employee will work 20 hours, enter 50 in the FTE field; a full-time employee will have 100.
  13. Optionally, you can click the End Date calendar picker and select a day the worker will no longer have that FTE value.
    Note: Usually, you will leave End Date blank.
    Note: If you entered a value for the Primary Email Address field for Step 1, a fifth tab (Step 5 of 5), Create User, will appear. In that case, perform the following steps prior to step 14. (Skip to step 14 if you have only four tabs.)
     
    1. Click Next on the Employee FTE tab (now Step 4 of 5).
       
      Step 5 of 5, Create User, will appear.
        
    2. Select Create Linked Synovia Fleet User. ( means selected, and  deselected.)
        
      Password fields will appear.
        
    3. Type the password the employee will use to log in to the app in the Password field.
       
    4. Type the password again in the Repeat Password field.
       
    5. Continue to step 14.
  14. Click Create.
     
    The saved employee record will appear, open to the Edit screen.
    Note: If you are adding a linked user, you will first be asked if you want to email the user their credentials. Click Yes so that they'll have their access information. You also will be given the opportunity to add a custom message. Click Send.