A Complete Guide to Setting Up Employees in WorkSkedge

Setting up your crew correctly in WorkSkedge ensures smooth scheduling and accurate job costing.

Understand Employee Roles and Departments

WorkSkedge uses roles and departments to organize your workforce and manage access. Every employee needs at least one role. You can assign multiple roles to an employee, and they will receive all permissions associated with those roles. For example, a Scheduler can focus on assignments, while a Manager handles projects and work orders. An Administrator has full system access.

Departments organize your team by trade or function, such as HVAC or Electrical. You can also assign operational flags to employees:

• Project Owner: Manages project oversight.
• Site Lead: Oversees field operations.
• Site Worker: Performs assigned tasks and submits timesheets.

Track Employee Skills and Certifications

Tracking crew skills and certifications ensures the right person is assigned to the right job. WorkSkedge allows you to record skills, certifications, and licenses, including issue dates, expiration dates, and certification numbers.

Skills can be organized into several categories:

• Trade: Specific trade proficiencies (e.g., welding).
• Safety: Safety credentials (e.g., OSHA 30).
• Equipment: Machinery qualifications (e.g., forklift operation).
• Software: Technical tools (e.g., CAD).
• Other: Miscellaneous qualifications.

Management can mark skills as verified, and the system generates alerts for certifications expiring within 30 days to help maintain compliance and identify qualified personnel.

Set Up Labor Price Books (Optional)

If your company uses the Finances module, labor price books allow you to track costs and billing rates for your employees. WorkSkedge calculates labor costing across three levels:

1. Employee Override: A specific rate assigned directly to an individual employee, which takes highest priority.
2. Role Default: A standard rate applied to all employees assigned to a role, serving as the baseline template rate.
3. No Product: If neither an override nor a role default exists, the employee has no associated labor product, and costs default to $0.

These labor rates are applied directly to invoices, work order cost summaries, and project financials.

Add Employees Individually

Employees can be added one at a time. For each individual record, enter the following details:

• Name
• Email
• Phone number
• Unique employee number
• Role
• Department

You can also designate the employee as a team lead or project manager. Once the base record is created, assign their applicable skills and certifications.

Bulk Upload Employees via CSV or Data Migration

For larger teams, employee records can be imported using a direct CSV upload or the Data Migration wizard.

CSV Upload

• Required Columns: Employee Number (emp_number), Name, Email.
• Optional Columns: Phone, Role (must match an existing role name), Department (must match an existing department name), Is Project Owner (true/false), Is Site Lead (true/false), Is Site Worker (true/false), skills (comma-separated list).

The system validates the file data, automatically creates any missing departments, roles, or skills, and creates or updates employee records. Existing employee numbers are updated or skipped depending on your import settings. Duplicate emails are flagged but allowed.

Data Migration Wizard

The Data Migration wizard also imports CSV files but offers flexible header mapping, allowing you to match file columns to WorkSkedge fields within the interface. File templates can be downloaded directly from the Data Migration page.

Following a bulk import, review the imported records, assign any missing roles or departments, configure skills and time-off, and proceed with inviting users.

Invite Employees to Use the WorkSkedge App

After creating an employee record, an Administrator or Manager can invite the worker to the WorkSkedge app by entering their email and assigning system roles.

The system sends an email containing a secure signup link. Once the employee accepts the invitation, sets a password, and logs in, their user account links to their employee record, and their assigned role permissions synchronize immediately.