6- Add and Edit Employee Profiles

If you have employees, you will need to add them as a 'user' in SQUAVA.  After you initially add them to the system, there are some additional steps you'll need to take to complete the setup of their profile. This article will show you all that you'll need to do to get everything set up with your employee's profiles. Check out the outlined steps below to get started!

Quick Summary of Step-by-Step Guide: 

1. Access Company > Manage Users
2. Add New Employee
3. Edit Employees
4. Additional Items
5. Manage Job Title
6. Add Employees Salary
7. Add/Enable Employees' PTO
8. Viewing Accrued PTO
9. Add Tags (if applicable)
10. Deactivate Employee
11. Reactivate Employee

In-Depth Step-by-Step Guide:

1. Access Company > Manage Users
   
   Add or edit your employee information by clicking Company, then Manage Users.
   
   
   
   
2. Add New Employee
   
   You will need to add all employees you want to have as Squava users.  To do so, click on the New Employee icon and fill in the required information.  Click the green Add button when finished. 
    
   NOTE: After adding a new employee, they will be sent an invitation to their email, prompting them to enter their personal information and set up their profile.  If your employee loses their original invite link, you can re-send their invite.  Check out the Help Article: Re-Send Employee Invite.
   
   For helpful instructions for new employees on how to set up their new user profile, see the Help Article: Setting Up Your New User Profile.  This can also be found in the Getting Started - New Employee section in our Knowledge Base. 
   
   **Employees will need to set up their new user profile before you can edit additional information in their profile.**
   
   
3. Editing Employee Profile
   
   Click the pen and paper icon to begin editing.  This is where you will edit a lot of information related to each employee's profile.
   
   
   
   
4. Additional Items
   
   There are a few more things you'll need to add/edit in your employee's profiles.   This can only be done AFTER your employee has finished setting up their new user profile.     
   
    *  Manage Job Titles
    *  Add Employee's Salary
    *  Add Tags (if applicable)
    *  Add or Enable PTO (if applicable)
   
   

5. Manage Job Titles
   
   If you haven't done so yet, check out this Help Article: Managing Job Titles before continuing on with these steps.  Once your job titles are set up how you'd like, you can add a job title for each employee. To apply a job title for an employee, click on the pen and paper icon next to the employee's name. Scroll down to the 'Business Information' section, and you will see a box for Job Title.  Click the arrow to get a drop-down menu where you can choose the applicable job title for your employee. Click 'Save' when finished.
   
   
                                                                                                                                                        

6. Add Employee's Salary
   
   To add your employee's salary information to their profile you will simply follow the exact same steps when you were adding a job title, except scroll down a little further to the Salary section.   Click on the Adjust Salary button.  
   
   
   
   Once you click the 'Adjust Salary' button, a new section will open up where you can enter in their salary details.  Once you're done, click the 'Save' button. 
   
   
   NOTE: The importance of the salary information is so that when you are adding an employee to a project, it'll auto-fill their rate to be charged to the client.  Keep in mind that if you need to change or customize the specific rate for an employee, you can edit those details when creating a project.  This is also where you can track the salary history of your employees. 
   
   

7. Add/Enable Employee PTO
   
   If you are tracking PTO for your employees, you will first need to define your PTO and Sick Time accrual rates.  If you haven't done so yet, check out this Help Article: Define PTO/Sick Time Accrual Rates before continuing on with these steps.
   To begin, click the pen and paper icon next to the employee you would like to add or enable PTO  just as you did when adding their job title and salary information.  Scroll down to the 'Business Information' section.  Check the 'Accrues PTO/Sick' box, and select the appropriate accrual group option for the employee.  Once this is complete, they will begin to accrue PTO. 
   
   
   NOTE:  If you are transitioning from a different system that tracked PTO and need to include the employee's existing PTO balance to their SQUAVA profile, before clicking 'Save' in the previous step, scroll down a little further to the 'PTO' section.  Click the button that says 'Add Credit' (first image below).  A new section will appear for you to add their PTO credit (second image below).  Be sure to click 'Save' when finished.   
   
   IMAGE 1
                  
   
   IMAGE 2
   

    

8. Viewing Accrued PTO
   
   Employees can view their available PTO by clicking the drop-down arrow next to their name at the top right of the screen when logged into their SQUAVA account. 
   
   
   NOTE:  Please keep in mind that Available PTO is based on submitted and approved timesheets only. If there are timesheets that haven't been submitted or approved, then the PTO might not be up to date.
   
   
9. Add Tags (if applicable)
   
   If you want to add a tag to an employee, please check out our separate Help Article: Tags and scroll down to the 'Apply Employee Tags' section.
   
   
   
10. Deactivate Employee
    
    You can deactivate an employee you no longer wish to have access to your SQUAVA account (for example, an employee quits or is terminated).  To deactivate an employee in SQUAVA, follow these steps:
    
    
    1. Locate the employee profile at Company > Manage Users > Employees tab.
       
       
       
       
    2. Select the edit profile button at the far right of the employee you wish to deactivate.
       
       
       
       
    3. Under the 'Business Information' section, select the status dropdown and select 'Inactivate'.  This will prevent this employee from being able to access SQUAVA and it will reduce your monthly subscription amount on future billings.  Please be aware that once you deactivate an employee, you will not be able to reactivate the person for 30 days, so use caution.  You may choose to reactivate a past employee rather than create a new profile if you were to rehire someone.
       
       
       
       
       
       
11. Reactivate Employee
    
    To reactivate an employee, navigate to Company > Manage Users > Inactive Users tab and edit, like instructed above, the employee profile.  Just like above, change the status to 'Active' and verify email information for the employee.  The employee might need to use the 'forgot password' link on the main login page to reset their password if forgotten.
    
    

Summary: 

Once you've added a job title, salary details, and applicable tags, your employee list will look similar to the example in the image below.  To view PTO for your employees, instead of clicking on the 'Employees' link, click on the 'Employee PTO' link.



                                                                                  

SUCCESS!!!

• Now that you've learned how to add/edit your employees, you will need to add your clients.  
• Check out the Help Article: Adding Clients.