Adding and inviting employees

WhetherEveryone yourwho locationworks isfor newyou to Ingage Scheduling or you’re onboardinghas a newrecord hire,on employeesthe mustEmployees bepage. invitedThis beforeguide covers finding people, adding someone new, and inviting them so they can accesssign in to the Schedulingapp system.and the website.

AnYou employee’sneed goalto statusbe a Manager or Administrator. You see the people who work at the locations you manage. Open it from Configuration, Employees.

If your restaurant uses Sail POS, employees are added and changed in Sail Backoffice and sent to Sail Scheduling automatically. The Employees page is Joined,then whichread-only: meansthere's no Add, Remove or Invite, and each person opens with View. You can still set everyone's availability here.

Find someone

• Type a name, email address, phone number or employee number in the search box and press Enter or click Search.
• Accounts narrows the list to Active or Inactive accounts. The list opens on Active.
• Invitation narrows it by where each person is with their invitation: Not invited, Invited (sent, but they haven't set a password yet), Joined or Excluded.

Click Open, or double-click a row, to open someone's record.

Add an employee

1. Click Add an employee at the top right.
2. Fill in Who they are: first and last name at least. The employee number, birthday and home address are optional.
3. Under Where they work, pick their Home location and tick every location they can work at.
4. Under How we notify them, enter their email address. It's how they sign in, so it can't be one someone else here already uses. Add their mobile number if they want text messages, and switch Email and Text messages on or off.
5. Add an emergency contact if you keep one.
6. Click Create employee.

Once they're created, give them their job roles and pay on the Job roles tab, and set their availability. See Editing an employee. Nobody can be scheduled until they have accepteda thejob role at a location.

Adding someone doesn't send them anything. They can't sign in until you invite them.

Invite employees

An invitation andis an email with a link to set up their account. Once they set a password, they can logsign in to Scheduling.

the

app

Check an Employee’s Invitation Status

You can viewand the invitationwebsite, and their status for all employees in one place.

1. Gochanges to Configuration → Employees

2. Look at the Invitation Status column

Each employee will show one of the following statuses:Joined.

• One

  Not Invitedperson: –click TheSend employee has not been sent an invitation

• InvitedInvite –on Thetheir invitationrow, hasor beenopen senttheir but not yet accepted

• Joined – The employee has accepted the invitationrecord and joinedclick Scheduling

 

Send an Invitationinvitation (Individualunder Employee)Their account

To invite an individual employee:

1. Go to Configuration → Employees

   .

2. Double-click the employee’s name

3. Scroll to the bottom of the Details tab

4. Locate the Invitation Status section

Invitation Statuses Explained

• Not Invited – Send Invite (Red)

  • The employee hasEveryone not been invited yet

  • Click this button to send the invitation by email

  • The status will update to Invited
    
    
    

• Invited – Resend (Orange)

  • The invitation has been sent but not yet accepted

  • This status remains until the employee opens the email and clicks the link to join

  • If the employee did not receive the email, you canyet: click ResendInvite toN sendpeople the invitation again

    • Before resending, it’s a good idea to confirm:

      • The employee has a valid email address entered in Backoffice

      • The email was not filtered into their spam or junk folder
        

        

        
        
        

• Joined (Green, disabled)

  • The employee has accepted the invitation and joined Scheduling

  • This status cannot be changed or resent
    
    

 

Send an Invitation (Multiple Employees)

To invite all or multiple employees:

1. Go to Configuration → Employees

2. Click the "Send Invitations" buttonat the top of the tablepage and confirm with Send them.





1. This

   Send willInvite sendonly appears for someone whose account is active and who can be reached: email switched on with an address, or text messages switched on with a number. If someone already has a Sail Scheduling account with another company, they go straight to Joined and can sign in with the invitationpassword tothey anyalready employee'shave.

   who

   

   status is "Not Invited"
3. You will get

   On a confirmationperson's pop-up, Click Yes

4. Then a message will showrecord you howcan many employees you sent the invitation to
5. and all of their statuses will change to "Invited"

'

 

What Happens After an Employee Joins

Once an employee clicks the link in their email:also:

• Send

  Theirit statusagain, updatesif they lost the email. It's safe to Joined

  send more than once.
• Never

  Theyinvite them, for someone who will never use the app, such as a person you only schedule. They're left out of every invitation, including the bulk one. You can logchange intoyour Scheduling

  mind later.
• They

can

Switch logoff intoan theaccount, Schedulingor Appremove someone

• Account

  They can view their schedule and receive notifications basedActive, on their settings

  record
under

Their

account:

switch

Howit off and they can't sign in to excludethe anwebsite employeeor fromthe gettingapp, anbut invitationtheir record stays as it is. Use it for someone on leave.

Remove

,

Thereon maytheir berow employeeson whothe shouldEmployees not receive an invitation to Ingage Scheduling. Even thoughpage: they arestop being part of your staff,company. theyThey maycome not need access to the scheduling system.

Common examples include:

• Owners

• Accountants

• Maintenance staff

• Employees who do not useoff the schedule

  going forward, out of the app and out of every list. Shifts they have already worked are kept. If they also work for another company that uses Sail Scheduling, they keep that.

 

To exclude an employee from invitations:

1. Go to Configuration → Employees

2. Double-click the employee's name

3. Scroll to the bottom of the Details tab

4. Locate the Invitation Status section

5. Click "Exclude from Invites" button

The employee's invitation status will change to a greyed out button that says "Excluded - Cannot Invite", and they will no longer be eligible to receive a Scheduling invitation.

 

To Re-enabling Invitations

If you lateronly decidemanage thesome employeeof shouldyour havecompany's accesslocations, to Scheduling:

1. Open the employee record

2. Scroll to the Invitation Status section

3. Click Allow Invites

The employeeyou can then be invited to Ingage Scheduling.

 

Important Notes

• Excluding an employee does not remove them from Scheduling.

• Excluded employees can still be scheduled.

• Excluding an employeesomeone only preventsif Schedulingthey invitationsdon't fromalso beingwork sentat toa thatlocation employeeyou untildon't Allow Invites is selected.manage.