Employees

admins can create new employees, edit employee info, manage work groups, and access and edit trade ledgers the default page shows a list of all employees department wide while on mobile, staffers will be able to view profiles, no edits can be made from this view to access all available features, please use the desktop version filtering employee view staffers can filter through the employee list quickly using the search bar or any of the drop down menus to apply filters by default, the 'active' filter will be applied, showing only active employees on the dashboard manage employee profiles to open an employees profile, locate the employee and select their name be sure to click on the name and the associated check box this page will display all the employees personal information and allow staffers will be able to manually edit the employees profile from this new page view personal schedule selecting ‘view personal schedule’ will allow users to view the employees personal calendar showing all past and future shifts, additional paid time, time off, and overtime employee info to edit an employees information, select the pencil icon located in the top right hand corner of the employee info field here, the user's phone number, email, employee id (payroll id), and emergency contact information can be updated to change the users name, select the pencil icon located in the top right hand corner of the name field edit qualifications to edit an employees qualifications, select the pencil icon located in the top right hand corner of the employee qualification field here an employees rank, certifications, drivers license number, and class can be updated default staffing default staffing will show the employees current assignment, including assigned shift pattern, station, and apparatus selecting the pencil icon in the top right of the field will allow staffers to choose to open the employees default staffing in the shift planning tool default staffing can not be edited from an employee profile please navigate to the roster then to the shift planning tool to make edits to the default staffing promoting a career employee career displays the employees hire date and all promotion dates selecting the pencil icon in the top right of the field will allow users to edit these dates while editing promotion dates, there is also an option to add a promotion this is used to add promotions after the promotion date has passed attempting to add a future promotion date will result in an error to create a future promotion select the 'promote employee' option located under the users name this will open the 'rank promotion' form fill out all relevant information select 'apply' once a promotion is created, the user will maintain their current rank in roster until the effective start date quick promote from the employee page (not the profile) use the check box to select the promoted employee using this method, admin can promote multiple users at once click 'promote selected user(s)' , which will appear at the bottom of the screen enter all relevant information in the provided fields click 'apply' to finalize the promotion groups users can add and remove employees from pre existing work groups by selecting the pencil icon in the top right hand corner here an employees shift marks can also be edited shift marks are custom marks created for the department and used to add employees to things such as pre determined holidays or kelly days managers managers can be assigned in this section by selecting the pencil icon in the top right hand corner by default, there are 3 managers if this is an incorrect number, please reach out to stationwise to adjust miscellaneous field miscellaneous fields are custom to your department these are fields that contain various vital pieces of information, examples include badge number, seniority, or opportunity numbers select the pencil icon in the top right hand corner of the field to edit information if multiple employees miscellaneous field need to be update consider using the bulk csv upload option through the employee page if there are additional miscellaneous field that should be added please reach out to stationwise to have it added account control (deactivating and changing passwords) here, users can update employee passwords and deactivate accounts by selecting the pencil icon in the top right hand corner of the field deactivating an account will prevent a user from accessing the dashboard and receiving any stationwise notifications in order to deactivate staffers will first have to remove the user from their default staffing and any shift trades or overtime positions trade ledgers manage trade ledger details select a single employee by checking the box to the left of their name only one employee can be edited at a time click 'show trade ledger' the trade ledger displays the total hours owed to the selected user and the hours said user owes to others to view more details about a specific shift trade entry, click 'details' next to the corresponding entry in the 'balance details' section review all trade information make manual edits add new entries as needed adding new employees to add a new employee, select then ‘add a new employee’ button in the top right of the page follow the prompts enter all required information if multiple new employees are being added, consider using the bulk csv upload feature to add a new employee in stationwise click the blue '+ add new employee' button in the top right corner enter employee name, email and phone number click 'continue' enter their employee type, rank, drivers license number and class click ' continue ' enter pay code details click ' add employee ' once added, the employee will automatically have an active account their login credentials will be username their email address password welcome\[email username] example username johnsmith\@fire com password welcomejohnsmith please note the stationwise app is not available in app stores it can be downloaded directly from this link https //www stationwise com/download bulk csv uploads bulk csv uploads allow users to change employee information in bulk open the bulk csv upload dropdown menu and select one of the following accruals allows users to add and subtract from the current accrual amount for each employee time off time off can only be entered on days the employee is scheduled to work please ensure the employees shift pattern is set correctly before attempting to apply time off miscellaneous information employees while using the employee bulk upload feature if the amount of new employees exceeds 50 lines the system may kick it back we suggest sticking to 20 lines of new employees at a time while using the bulk upload feature always download the example file first this will show how the file needs to be formatted and what fields are required work groups work groups provide a way to group employees, this is often used to distinguish committees or different divisions once work groups are created, users can be added from their profile or from the employee page create work group select the ' + create new work group ' button enter the required information hit ' save ' edit work group select the work group you would like to edit—this will open the employee list on the right side of the screen move your cursor to the top right of the work group box and select the " " here you can rename and add a description to the work group hover your cursor in the top right corner for the " " appear once all changes are made select "save" add employees to work groups to bulk add employees to a workgroup locate their names in the employee list and select the check box located to the left of their name once all names are selected, click ‘add to work group’ located at the bottom of the screen select a work group or select ‘create a new work group’ if creating new a new work group form will open input all required information select save’ click ‘confirm’ payroll and timecards (running reports and manual adjustments) in the payroll and timecards section, users can generate reports to make adjustments to an employees time card, please adjust their past roster days filtering the view use the search bar and dropdown menus to filter the employee list click an employee's name to open their individual timecard, or select the checkbox to their left to choose multiple employees run reports select the employee(s) you wish to export time cards for using the check box to the left of names to select all employees, click the checkbox at the top of the list once your selection is made, the 'export time card' button will appear at the bottom of the screen click it to proceed choose file format time period export with detailed view breaks down each pay code type by date, showing separate entries for each pay code with its corresponding work date summarized view combines pay code types into totals, showing the sum of hours worked for each pay code type rather than listing individual dates include planned entries selecting this will include entries for future dates in your export apply filters this allows users to pull reports based on pay code or detail code type click ' export ' to complete the process staffing lists staffing lists are used for all overtime hiring these lists are tailored to your department’s rules and automatically update placements in real time navigating between lists use the dropdown menu in the top left to select the staffing list you wish to view viewing future staffing lists choose a specific date to view the staffing list for that day adding an exemption some exemptions will be automated based on the list rules such as a user being removed from the list if they are on vacation or extended sick leave exemptions allow you to prevent individuals from being called in for overtime open the 'exemption' dropdown menu click 'add new' enter the required details click 'submit' to save