Adding Employees - Shifton Help

Learn how to add new employees to your Shifton account using the Employees page.

What Is This?

The Employees page is where you manage your entire workforce in Shifton. From here, you can add new team members one at a time by filling out a simple form with their basic information, assigning them to projects and schedules, and optionally sending them an invitation to join the platform.

When you click the + Add employees button, a side panel opens where you enter the new employee’s details. Once saved, the employee appears in your employee list and can be assigned to shifts right away.

Prerequisites

Before adding employees, make sure you have:

An active Shifton account with Administrator or Manager access
At least one project created (if you want to assign the employee to a project)
At least one schedule created (if you want to assign the employee to a schedule)

The first 10 employees are included free with Basic Functions. Employees beyond 10 are billed at $1 per employee per month.

Step-by-Step Instructions

Step 1: Open the Employees Page

Navigate to the Employees page in the main menu.

Step 2: Click the Add Employees Button

Click the + Add employees button at the top of the page. A side panel will slide open from the right.

Step 3: Fill In Employee Details

Complete the form fields as needed. Fields marked with an asterisk (*) are required.

Field	Required	Description
First name	Yes*	Employee’s first name
Last name	Yes*	Employee’s last name
E-mail	Yes*	Employee’s email address — required for login and to send an invitation. Must be unique across the system
Phone	No	Phone number with country code selector (e.g., +1 for US)
Role	Yes*	Authority level: Employee, Manager, or Administrator
Personnel Number	No	Internal employee ID or payroll number used by your organization
Monthly rate of hours %	No	Percentage of full-time hours the employee works. Default is 100% (full-time). Set to 50% for half-time, etc.
Select project	No	Choose which project to assign the employee to
Select schedule	No	Choose which schedule the employee should follow
Add starting from date	No	The date from which the employee becomes active in the system
Position	No	The employee’s job title or role within the organization
Send invite	No	Check this box to send an invitation email to the employee immediately

Step 4: Save the Employee

Choose one of the available actions at the bottom of the panel:

Button	What It Does
Add and close	Saves the employee and closes the side panel
Add	Saves the employee and keeps the panel open so you can add another employee
Cancel	Discards all entered information and closes the panel

Step 5: Verify the Employee Was Added

After saving, the new employee will appear in your employee list. You can search for them by name or filter by project to confirm.

The employee’s initial status depends on whether an invitation was sent:

Status	Meaning
Invited	The employee was added and an invitation email was sent. They have not yet accepted the invite
Active	The employee accepted the invitation and created their password

Once the employee accepts the invitation and logs in, their status changes from Invited to Active.

Employee List Columns

The employee list shows the following information for each employee:

Column	Description
Full name	Employee’s first and last name
Employee authority level	Role: Employee / Manager / Administrator
Position	Job title, if assigned
Phone number	Phone number, if provided
E-mail	Email address
Time zone	Employee’s time zone
Account status	Active / Invited / Dismissed
Actions	Edit (pencil icon) and Delete (trash icon) buttons

Access Permissions

Role	Can Add Employees?
Administrator	Yes
Manager	Yes
Employee	No

FAQ

Q: Can I add multiple employees at once?
A: Using this method, you add employees one at a time. To add many employees at once, use the Import Employees feature instead.

Q: What happens if I do not fill in the email address?
A: Email is required. Without it, the employee cannot receive an invitation or log in to Shifton. Each email address must be unique — you cannot register the same email address twice.

Q: The employee accepted the invitation but sees a blank white screen — what is wrong?
A: This usually means the email address is already linked to another Shifton account. Ask the employee to check with support to resolve the duplicate account situation.

Q: What does “Monthly rate of hours %” mean?
A: This setting defines what percentage of a full-time schedule the employee should work. For example, 100% means full-time, 50% means half-time. This is used in scheduling calculations to determine how many hours the employee should be assigned.

Q: Can I change the employee’s project or schedule after adding them?
A: Yes. You can update all employee details at any time from their profile page.

Q: Is it mandatory to assign a project when adding an employee?
A: No. You can create the employee first and assign them to a project later through their profile’s Projects tab.

Possible Issues and Solutions

Issue	Cause	Solution
The + Add employees button is not visible	You do not have Administrator access	Ask your account administrator to grant you the appropriate permissions
Cannot select a project	No projects have been created yet	Go to the Projects section and create a project first
Cannot select a schedule	No schedules have been created yet	Go to the Schedules section and create a schedule first
Employee does not receive the invitation email	Email address was not provided, or the Send invite checkbox was not checked	Open the employee’s profile, add their email, and resend the invitation
Phone number field does not accept input	Country code was not selected	Click the country code dropdown next to the phone field and select the correct country first