{"id":1236,"date":"2021-05-17T20:09:55","date_gmt":"2021-05-17T20:09:55","guid":{"rendered":"https:\/\/help.insperity.com\/bps\/?post_type=ht_kb&p=1236"},"modified":"2025-05-28T18:32:47","modified_gmt":"2025-05-28T18:32:47","slug":"how-to-add-a-new-employee-in-time-and-attendance","status":"publish","type":"ht_kb","link":"https:\/\/help.insperity.com\/bps\/knowledge-base\/how-to-add-a-new-employee-in-time-and-attendance\/","title":{"rendered":"How to add a new employee in Time and Attendance"},"content":{"rendered":"\n

This article is for adding a new employee in Time and Attendance. If you are a\u00a0HR360<\/strong>\u00a0client, new employees are added through Insperity Premier. Please contact your Payroll Specialist if you have any questions about how to make this update.<\/p>\n\n\n\n

If you are a HR360<\/strong> client and the employee is a non-Insperity paid employee, follow the instructions below.<\/p>\n\n\n\n

How to add a new employee<\/strong><\/h2>\n\n\n\n

The Add New Employee Wizard will guide you through adding a new employee. There are 7 steps to add a new employee to the system. Information is not required on every screen, but you need to complete all 7 steps <\/strong>of the New Employee Wizard.<\/p>\n\n\n\n

    \n
  1. On the left side Navigation pane, click <\/em>on Employee Maintenance <\/strong>as illustrated. This will expand the Employee menu.<\/li>\n\n\n\n
  2. Click <\/em>on Profile <\/strong>under Employee Information <\/strong>as shown above. This displays the Employee detail screen.<\/li>\n<\/ol>\n\n\n\n

    Click <\/em>on ADD <\/strong>button at the bottom. This will start the Add New Employee Wizard.<\/p>\n\n\n\n

    <\/div>\n\n\n\n
    \"\"<\/figure>\n\n\n\n
    \n\n\n\n
    \"\"<\/figure>\n\n\n\n
    <\/div>\n\n\n\n
      \n
    • Full Name: <\/strong>Enter <\/em>the first name, middle initial (if known), <\/strong>and the last name <\/strong>of the employee.<\/li>\n\n\n\n
    • Pay Group: <\/strong>Click <\/em>the down arrow <\/strong>and select <\/em>the pay group <\/strong>for the employee.<\/li>\n\n\n\n
    • Supervisor Level: <\/strong>The supervisor level determines permissions or rights of what the employee will have access to. Click <\/em>the down arrow <\/strong>and select <\/em>the appropriate Supervisor Level <\/strong>for the employee.<\/li>\n\n\n\n
    • Active Pay Period: <\/strong>By default, the first day of the active pay period is displayed. Click <\/em>the down arrow <\/strong>and select <\/em>the appropriate date. <\/strong>*The employee will not appear in the main drop-down until your system is in the period of the chosen date.<\/li>\n<\/ul>\n\n\n\n


      <\/strong><\/p>\n\n\n\n

      Primary<\/strong><\/h3>\n\n\n\n

      Primary Information relates to those items that identify the employee in the system such as social security number or badge number.<\/p>\n\n\n\n

      <\/div>\n\n\n\n
      \"\"<\/figure>\n\n\n\n
      <\/div>\n\n\n\n
        \n
      • Employee Number<\/strong>: The employee number is not required, but highly recommended<\/li>\n\n\n\n
      • Badge Number<\/strong>: Enter a badge number if your company uses time clocks with card readers<\/li>\n\n\n\n
      • SSN<\/strong>: Social Security Number is not required<\/li>\n\n\n\n
      • Title<\/strong>: Enter the employee\u2019s title if appropriate<\/li>\n\n\n\n
      • Time Zone<\/strong>: Choose the time zone in which the employee will be working<\/li>\n\n\n\n
      • Export Override<\/strong>: Defaults to include<\/strong> the employee in the payroll export file.\u00a0\u00a0 If the employee will not need to be exported for payment, click<\/em> the down arrow<\/strong> and select<\/em> Exclude Employee<\/strong>. ** If Exclude Employee is selected, accruals will not be calculated.<\/u><\/strong><\/li>\n<\/ul>\n\n\n\n

        Employment<\/h3>\n\n\n\n
        \"\"<\/figure>\n\n\n\n


        <\/strong><\/p>\n\n\n\n

        Org Levels<\/strong><\/h3>\n\n\n\n

        Organizational levels allow you to assign the employee to a location or department depending on your company\u2019s organizational structure.<\/p>\n\n\n\n

        \"\"<\/figure>\n\n\n\n

        Click <\/em>the down arrow <\/strong>and select <\/em>the appropriate organizational level <\/strong>for the employee.<\/p>\n\n\n\n

        Supervisor<\/strong><\/h3>\n\n\n\n

        This step allows you to assign supervisor for the employee.<\/p>\n\n\n\n

        \"\"<\/figure>\n\n\n\n
          \n
        • Select <\/em>the name of the employee\u2019s supervisor <\/strong>in the right drop-down box.<\/li>\n\n\n\n
        • Click <\/em>the plus sign to add the name under the Supervisor list.\u00a0<\/li>\n<\/ul>\n\n\n\n

          Groups<\/strong><\/h3>\n\n\n\n

          Group assignments are schedules, accruals, time, or attendance the employee may be assigned.<\/p>\n\n\n\n

          \"\"<\/figure>\n\n\n\n
            \n
          • Click <\/em>the down arrow <\/strong>and select <\/em>the appropriate group assignment(s).<\/li>\n<\/ul>\n\n\n\n

            Security<\/strong><\/h3>\n\n\n\n

            This is an important step as it establishes the user account for the employee. If this is not completed the employee will not be able to log into the system.<\/p>\n\n\n\n

            <\/div>\n\n\n\n
            \"\"<\/figure>\n\n\n\n
            <\/div>\n\n\n\n
              \n
            • Username: <\/strong>enter <\/em>the username <\/strong>following the protocol established for your company.<\/li>\n\n\n\n
            • Password: <\/strong>enter <\/em>the password <\/strong>for the employee.<\/li>\n\n\n\n
            • Confirmation: <\/strong>enter <\/em>the password <\/strong>again to confirm it.<\/li>\n\n\n\n
            • Email address: <\/strong>this is not required to add a new employee, but if you want the system to email alerts to the employee, it is necessary.<\/li>\n\n\n\n
            • Exceptions: <\/strong>leave <\/em>the default of No<\/strong>.<\/li>\n\n\n\n
            • Change Password: <\/strong>click <\/em>Yes <\/strong>to force a password change upon initial login by the employee.<\/li>\n\n\n\n
            • Authentication: <\/strong>leave <\/em>as TimeStar<\/strong>.<\/li>\n\n\n\n
            • Company Membership: <\/strong>select <\/em>the appropriate company name <\/strong>in the right box and click the << button<\/strong> to move the name to the box on the left.<\/li>\n\n\n\n
            • Group Membership: <\/strong>select <\/em>the proper group for the employee and click the << button<\/strong> to move the group to the box on the left. *Only chose one group, or the employee will be unable to log into the system.<\/strong><\/li>\n\n\n\n
            • Click <\/em>SAVE<\/strong>. The system will prompt with any missing fields. Click <\/em>OK<\/strong>.<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"

              This article is for adding a new employee in Time and Attendance. If you are a\u00a0HR360\u00a0client, new employees are added through Insperity Premier. Please contact your Payroll Specialist if you have any questions about how to make this update. If you are a HR360 client and the employee is a…<\/p>\n","protected":false},"author":2,"comment_status":"open","ping_status":"closed","template":"","format":"standard","meta":{"footnotes":""},"ht-kb-category":[16],"ht-kb-tag":[],"class_list":["post-1236","ht_kb","type-ht_kb","status-publish","format-standard","hentry","ht_kb_category-employee-profile"],"_links":{"self":[{"href":"https:\/\/help.insperity.com\/bps\/wp-json\/wp\/v2\/ht-kb\/1236","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/help.insperity.com\/bps\/wp-json\/wp\/v2\/ht-kb"}],"about":[{"href":"https:\/\/help.insperity.com\/bps\/wp-json\/wp\/v2\/types\/ht_kb"}],"author":[{"embeddable":true,"href":"https:\/\/help.insperity.com\/bps\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/help.insperity.com\/bps\/wp-json\/wp\/v2\/comments?post=1236"}],"version-history":[{"count":7,"href":"https:\/\/help.insperity.com\/bps\/wp-json\/wp\/v2\/ht-kb\/1236\/revisions"}],"predecessor-version":[{"id":4033,"href":"https:\/\/help.insperity.com\/bps\/wp-json\/wp\/v2\/ht-kb\/1236\/revisions\/4033"}],"wp:attachment":[{"href":"https:\/\/help.insperity.com\/bps\/wp-json\/wp\/v2\/media?parent=1236"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/help.insperity.com\/bps\/wp-json\/wp\/v2\/ht-kb-category?post=1236"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/help.insperity.com\/bps\/wp-json\/wp\/v2\/ht-kb-tag?post=1236"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}