How to Add Employees
This document contains a how-to step by step guide on how to add employees.
For more information on using this module see the main instructions page linked HERE
For more information on adding Punch Clock to your Croptracker account contact support@croptracker.com
Desktop - Manual
1. Under the Punch Clock menu at the top of the screen, select Employees from the drop-down menu.
2. Here you'll see a list of all employees you've entered into Croptracker. To add a new employee, click the + Add Employee button near the top right of the screen.
3. Input the employee’s First Name, Last Name, and Email. Additional fields can be filled but are not a requirement.
Field | Description |
|---|---|
First Name | The employee’s first name + additional given names |
Last Name | The employee’s last name only |
Telephone | The best number to reach the employee at (cell or home phone) |
The employee’s email address where they can receive daily or weekly logs of their hours worked | |
Address | The employee’s current address |
Emergency Contact | The name, telephone number, email address, and physical address of the employee’s emergency contact |
Linked User | If the employee has a login to Croptracker via their email, it should be set here |
Employee Number | The unique number for the employee that is listed on pay reports. This number cannot be the same as other employee numbers in your account, even employees whose status is set to archived or deleted. |
Pay Schedule | The pay schedule that determines the employee’s hourly pay. For field packing, the pay schedule also sets the pay rate per packed piece |
Work Crew | The default crew the employee belongs to |
Default Kiosk Activity | The activity that will be set on the worklog if the employee punches in via the kiosk |
Default Kiosk Category | The category that will be set on the worklog if the employee punches in via the kiosk |
Export Code | The employee’s code in external payroll systems (optional) |
Additional Employee Information | A section to record any info about the employee that is not captured in the available fields |
Field | Description |
|---|---|
Work Experience | An open text field to describe an employee’s prior work experience |
Permit | Enter non-senstive information about an employee’s work permit here |
Work Term - Expected | The date range for which the employee is expected to work |
Work Term - Actual | The actual date range the employee worked |
Requested to Return | The date the employee is expected to return in the new season |
Airport | The airport the employee will be arriving at |
Housing - Period | The date range for which the employee will be residing |
Housing - Property | The name/location of the housing property |
Housing - Room | The room number where the employee is housed |
Status | The employee’s status within the Croptracker system
|
Work Locations | Sets the locations on where the employee is available to work. This is seen on the mobile app where the app user can only see employees that match their own set locations. This feature is only available via Advanced Permissions. |
You can assign permissions to employees to limit the information accessible to them in Croptracker. You can also assign permissions by employee status or by work location. For more information about adding permissions to employees see Employee Statuses and How to control access to employees by location
4. Click Save and the employee will be added to the system.
Use the Download form as PDF button to print and hand out the employee form for your employees to fill out manually as needed.
Desktop In Bulk - CSV Upload
Adding lots of employees manually can be tedious so as an alternative, Croptracker allows you to upload a .csv file of your employee data.
1. Under the Punch Clock menu at the top of the screen, select Employees from the drop-down menu.
2. Click the Upload Employee Data button near the top right of the screen.
3. Click Employee CSV Template to download the CSV template. Your file must be formatted just like the template so that Croptracker can understand the data.
4. Fill out the template, ensuring each employee is on a new line and the information is added under the appropriate header. The easiest way to do this is by using Excel.
5. When your file is ready to be uploaded, click the Choose File button, select your file, then click Upload Employee Data.
6. Once the file is uploaded, a summary of employee information from the file will be displayed. Review the information to ensure accuracy, optionally select a Pay Schedule to apply, then click Add Employees.
You can update each employee's Pay Schedule and Work Crew by entering the name of the pay schedule or work crew under that column.
When downloading the employee spreadsheet template to update existing employees, only employees with an employee number are included. Employees need an employee number in order to be updated through the spreadsheet upload.
Mobile
Adding employees from the Croptracker mobile app provides the bonus of being able to edit employees in the field, take an employee photo, or reassign them to workcrews with just a tap.
1. After logging in to the Croptracker app, tap the Employees option from your dashboard.
2. Here you'll see a list of all employees you've entered into Croptracker. To add a new employee, click the '+' button near the top right of the screen.
3. Fill out the employee's information.
To add or update an existing employee photo, click 'Take New Photo'. This will open the camera and allow you to take a picture of the employee.
4. When finished, navigate back to the employee list by clicking the back arrow in the top left corner. You should see the employee added to the list.
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Need a little more support? Not sure you’re using your Croptracker account to the fullest? Get in touch with an expert at support@croptracker.com. You can also book 1-on-1 training with a Croptracker expert at Croptracker - 1-on-1 Training.