Adding staff manually (basic info)

User Type: Admins and Managers

Device: Web Browser

In RosterElf, you can manually add your staff members to ensure your team is ready for scheduling.

Here’s a step-by-step guide to help you get started.

Step 1: Access the Employees Section

To add employees to your account, navigate to the Sites tab on your top menu bar. This is the place where you can add, edit and delete employees on your account. 

Follow the steps below:

1. Log in to your RosterElf account.
2. In the dashboard, navigate to the Employees tab on the left-hand menu.
3. Click the + Add Employee button at the top right of the page.

Step 2: Enter Employee Details in "Info" tab

When adding a new employee in RosterElf, you’ll need to input some basic details to get started. You can complete the additional sections such as Payroll, Permission, Availability, Leave, and Documents later. For now, let’s focus on what’s required in the Info tab.

Follow the steps below:

1. First Name and Last Name (required):

   • Enter the employee’s full first and last name. These fields are mandatory.

2. Email Address (optional but recommended):

   • Add the employee’s email address. This allows them to receive important notifications, such as roster updates and shift changes.

3. Phone Number (required):

   • Input a phone number. This is necessary for SMS notifications, which are important for communicating shift updates and changes.

4. Date of Birth (optional):

   • You can input the employee's date of birth, but this is not required at this stage.

5. Employment Start Date (optional):

   • You can add the employee’s start date to track when they joined the team.

6. Sites the Employee Can Work At:

   • Add the locations or sites where the employee is eligible to work. This can be done by clicking the + symbol and selecting from your business's available sites.

7. Positions the Employee Can Work:

   • Assign roles or positions to the employee (e.g., Barista, Manager, Waiter). You can assign multiple roles by clicking the + button.

8. Save the Employee Record:

   • Once the required fields (First Name, Last Name, and Phone Number) are filled out, click the Save button at the bottom of the page. You can always return later to fill in the more detailed sections like payroll or leave information.

Step 3: Employee Set Welcome Email With Password (Automatic) 

Once you’ve saved the employee’s basic information, RosterElf will automatically send them a Welcome Email. This email includes:

1. A Temporary Password – The employee will receive a password to log in to their RosterElf account for the first time. They can change this password after logging in.

2. Basic User Guide – The welcome email contains a quick start guide that explains how to use RosterElf, covering key features like checking rosters, managing availability, and requesting leave.

3. Links to Download the RosterElf Apps – The email also provides direct download links for the RosterElf mobile apps (available on both iOS and Android). This allows employees to manage their shifts, update availability, and receive notifications from anywhere.

This welcome email helps ensure that your employee can quickly and easily get started with RosterElf, keeping them informed and connected right from the beginning.

Related Articles

• Editing Employee Information: If you need to update employee details, select their name from the employee list and click Edit.
• Bulk Upload: If you have a large team, you can use our CSV import feature to add multiple employees at once. Learn more in our article on How to Upload Employees Using a CSV.

Need Help?

If you encounter any issues or need further assistance, feel free to reach out to our support team via email at support@rosterelf.com or explore our Knowledge Base for more guides.