Create an employee through the menu item "Employees"

You can create employees two places in Smartplan. By clicking on “Employees” in the menu or when you are setting up a rota. This chapter is about how you do it under "Employees".


If you want to learn how you can do it through the planning tool, you should check out this guide.


In this article, you can read more about:


How to create an employee

Look at the top of your screen and click on the menu item “Employees”.


At the top of your screen you will find a link that says “Create New Employee”: 

Click on “Create New Employee”.


Now a popup, in which you can create an employee, will appear. You only need to fill out two of the fields: First name and position. The rest can wait till later:

I have filled out Jessica’s first name and I have chosen that she should have the position “Baker”. You might recognize the list of positions from when you created your account. The positions are used to tell what kind of shift it is and which competences it requires to take the shift.


You can fill out the email address if you feel like you are ready to invite your employee to Smartplan. If you fill out the email, we will send an email to your employee with a link to a page where they can enter Smartplan. You can always send the invitation later, when you feel like you are ready to it.


Click on “Create” when you are done.


Great! Susan's user is now created, and you will see that she appears in the list over employees:


Add extra information about your employees

If you click on the green arrow next to "Extra information", when you create an employee, you will see the option to add extra information about your employee, if necessary.

Add extra information about your employees

If you click on the green arrow next to "Extra information", when you create an employee, you will see the option to add extra information about your employee, if necessary.

If you use Smartplan together with your payroll system, you will be able to add the employee's salary number here, which is the number your employee is registered with in the payroll system you use. It is also possible to choose the employee's salary type.

The extra information you see here is some that are standards in the system. You also have the option to add more fields with extra information about your employees under Settings → Smartplan settings → Employee info.



How to add more fields for extra information about your employees


Here you will see the option to add more fields to the extra information about your employees. Click "Add field".


Then you can 1) name the field, 2) choose the type of information in question (whether to fill in a text or date). In addition, you must 3) specify the visibility. This means that you must specify whether the information should only be visible to the administrators of the account, or whether everyone may have access to the information under the "Employee" menu item. Finally, you must choose, 4) who has permission to add/edit the information (whether the information can only be added/edited by administrators, or whether the employees should be able to add/edit the information themselves).

In my example, I would like the employees themselves to be able to add their size in t-shirt and their date of birth, and that this information is visible to everyone under the menu item "Employees".


When you are done, simply press "Save".


Now the employees themselves will be able to add this extra information under the menu item "Me", but the fields can also be filled in by an administrator when they create/edit the employee under the menu item "Employees" or inside the planningtool:

Click "Save Information" after entering the information. Once the information is saved, it will be visible under the menu item "Employees".



Create and invite multiple employees at once

Under the menu item "Employees" you can create a new employee, but you can also invite many employees at once. If you press "Invite more employees at once." at the top of the page, a box will pop up with a link that you can send to your employees:

With that link, they can create their own user. You do not have to fill in their information.



Get an overview of how many employees you have available and can create on your account

In the top left corner you can see the status of how many employees you have created on the account based on how many employees you have available through your Smartplan subscription. In my example, I have created 10 out of the 15 employees that my Smartplan subscription allows.

In addition, I can see that 2 of the employees have not been invited yet. This means that I have not yet filled out their email and they are therefore not invited to Smartplan. Click on "Fill in the email and invite them now" if you want to fill in the email on the employees, who do not have an email attached yet.


I can also see, that 1 employee has not logged in yet.



If an employee does not receive the invitation email

Unfortunately, it sometimes happens, that an employee does not receive the invitation email from Smartplan.


Always check your spam inbox as emails from Smartplan sometimes end up there.


If an employee still cannot find the invitation email, an admin can send the given employee an activation link. Admins can find this link under the menu item "Employees". Then click on "Resend invitation email" next to the given employee:

Then you will see the option to resend the invitation email by clicking "Send again", but you will also see an activation link, that you can send to your employee. This is the same link, as the employee would receive in the invitation email. Through this link they can activate their user with their email and choose a password:

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