Admin and Manager* level users can add additional employees to RotaCloud and invite them to join. Once done, you can start setting up your employee's profiles, add shifts, and add leave for them. If invited, employees can also log in.
*Managers must have the permission 'Add employees and manage basic information (email, locations, roles, allowances, etc)' to add users.
Accounts are billed based on number of employees - to learn more about billing, click here.
Adding an employee video tutorial
Adding an employee
To add a new user, go to the Company tab and select Employees - click the blue plus icon.
On the next page, enter the employee's first name, last name, and email address. You can choose to add their default role here too. If you'd like to add another new employee, you can use the green plus icon at the end of the row.
Once you've added the details of the employee(s) you'd like to add, you can choose to tick 'Send Invites'. If you tick this option, an invite will instantly be sent out to the employee allowing them to set up their account and log in. If you don't tick this, you can choose to send he invite later (see below).
You new employees will now be created and you can proceed to set up their profiles.
To learn about setting up an employee's profile, click here.
Adding an employee via the Rotas page
New users can also be added directly on your Rotas page. To do this, you will first need to enable this option - click the filter and sort menu and tick 'Show add employee'.
Once this is enabled, you can scroll to the bottom of your Rotas page and will see an '+ Add employee' option.
Click this and a pop-up will show allowing you to enter in the new employee's details. You will need to add a first name, last name, and email address and can also choose to add an optional default role, Location(s), and send them an invite to join.
Once you've added in your employee's details, click 'Add' and your new user will be added.
What happens when you send an invite
When you send an invite to an employee, they will receive an email inviting them to join your RotaCloud account.
The email will have a link for them to follow to set up their password. Once done, they can log in and begin viewing shifts, requesting leave etc..
Inviting an employee
If you've set up an employee but chosen not to send their invite yet, you can return to do this any time you like. To do this, go to the Company tab and select Employees.
Any employee who has an email address in their account but has not yet been sent an invite will have an envelope icon beside their name. Click the envelope and an invite will be sent out to them.
To send an invite, the employee must have an email address in their account.
If you'd like an employee to enter their own information, you can also choose 'Onboarding'. To learn more about this, click here.