This article shows you how to add employees as users in Squava and finish setting up their profiles. You will learn how to add a new employee, edit employee information, and complete the steps needed so employees can log in and use Squava.

Step-by-Step Guide:

1. Access Company > Manage Users 

   Go to the waffle-like button in the upper left corner → click 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.

   Warning: Employees will need to set up their new user profile before you can edit additional information in their profile.

   
   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.
    

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 employees' 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 same steps 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. 
    

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.

   
                 
    

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 employees who should no longer have access to your Squava account, such as employees who resign or are terminated.
    1. Go to Mega Menu → Company → Manage Users → Employees
    2. Select the edit profile button beside the employee you want 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. 

       Warning: 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 the waffle-like button in the upper left corner and click on "Manage Users". > Inactive Users tab and edit, as instructed above, the employee profile.  Just like above, change the status to 'Active' and verify the 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.
     
    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.