Pre-requisite: You should have a super administrator, administrator, or manager access to add a staff member to your Guardhouse account.

 

Adding a staff member and inviting them to create their Guardhouse is one of the first things you can do when you set up your account. Once your staff members activate their accounts, they can view their individual information such as their shifts, availability, timesheets, clock in and out, etc. The information they can view will depend on the type of access you allow them to have as well as the type of data you allow them to view.

 

Adding a Staff Member


  • Click Organization and then select Staff from the drop-down.


  • Click Add New Staff and fill out the employee details. Don't forget to add your staff's email address and/or mobile number so  they can be invited to create their account.


  • Employee Details- These are the personal details of staff members
    1. Photo - optional and can be uploaded by the staff once they download the GH app and log in to the account on mobile
    2. Gender -Male/Female/Other
    3. *First name
    4. Last name
    5. *Email address - a required field as this will be where the invitation will be sent. Guardhouse notifications will be sent to the email as well.
    6. Phone number
    7. Known as First name - Alias or nickname and will appear in the Staff list and Schedule page
    8. Known as Last name - Alias and will appear in the Staff list and Schedule page)
    9. Access Privileges - the access can be limited or expanded depending on what is ticked and allowed for a staff. Know more about this feature here.
      • Super Admin 
      • Administrator
      • Manager
      • Employee
    10. Subcontractor - This will be an indicator of the subcontractor that a staff belongs too and will be important when generating subcontractor reports. This will include the Employee PIN when ticked.
    11. Employee ID (crucial when using MYOB or other accounting packages that requires mapping to the employee ID or contact ID. 
    12. Employee Reference Number


Once done adding the details, you have the option to hit Save or Save and Send Invitation. Sending invitations to the staff members will give them the ability to activate their accounts and access their individual information or company information based on the access privilege given to them.


When you hit the Save and Send Invitation button, another screen will pop up. This screen is the License and Compliance request page where, along with the invitation to activate their account, you can request from your staff members licences and compliances. This also includes the onboarding request, which is automatically ticked. 


You can check out this webinar on how the Compliance Requests & Employee Self Service works. 

 

Once an invitation is sent, your staff will receive an email with a secured link to activate their account and set up their password.

 

 

 

If you have multiple staff members that you would like to upload, please contact support@guardhousehq.com for assistance. You can also use the bulk upload feature of Guardhouse. Please refer to the feature here.


 Frequently Asked Questions:


How do I know staff member has created an account with GH?

When you click on "Save and Send Invitation", the name of your staff will show in the Active staff list. Beside that name will be an envelope icon. Once your staff creates his/her account, the envelope icon will change to a check icon. 



What happens when I put in a "Known as First/Last Name"?

Whatever names are written in the "Known as First/Last Name" field will be the name that will appear in the Active Staff list and in the Schedule Page where you make your roster. But when it comes to the Timesheets, Paysheets, and Invoicing, the legal names will appear.


Can I delete/change the email address on the Staff page?

For security purposes, only the staff can make changes to his/her email. This can be done through this link: https://app.guardhousehq.com/au/myschedule/#/profile/. You can also request the change to be made to our Support team.


How do I delete a staff on the Staff Page? 

A staff's profile cannot be deleted but it can be deactivated. When there is a need, you can always reactivate your staff and his/her name will once again appear in your Active staff list with all the details you have already put in for that staff.


Related Article/s:

Giving Access Privilege to Your Staff

Importing Customer, Sites, and Staff Data