Adding Employees

Add your team members to ShiftAI so you can include them in schedules and track their availability.

Adding Employees Manually

Step-by-Step

1. Go to Dashboard → Employees
2. Click Add Employee in the top right
3. Fill in the employee details:
   • Name — Full name
   • Email — Contact email
   • Phone — Phone number (used for schedule notifications)
   • Role — Their position (Barista, Server, Manager, etc.)
   • Skills — Comma-separated list of skills
   • Status — Active or Inactive
   • Hours per Week — Target weekly hours
4. Optionally upload a profile photo
5. Choose an avatar color (used when no photo is set)
6. Click Add Employee

Importing Multiple Employees

For larger teams, you can import employees in bulk.

Using CSV Import

1. Go to Dashboard → Employees
2. Click Import button
3. Upload a CSV file with employee data
4. Map the columns to ShiftAI fields
5. Review and confirm the import

CSV Format

Your CSV should include these columns:

| Column | Required | Example | |--------|----------|---------| | name | Yes | "John Smith" | | email | Yes | "john@example.com" | | phone | No | "+1 555 123 4567" | | role | Yes | "Barista" | | skills | No | "Coffee, Latte Art" | | hoursPerWeek | No | "40" |

Employee Information

What Each Field Means

Name The employee's full name as it will appear on schedules.

Email Used for contact purposes. Employees can receive schedule notifications at this address.

Phone Used for SMS notifications and employee portal verification.

Role The employee's position or job title. This helps organize your team and can be used as a filter when creating schedules.

Skills Specific capabilities the employee has. When you generate schedules with skill requirements, ShiftAI ensures only qualified employees are assigned.

Status

• Active — Available for scheduling
• Inactive — Not currently available (on leave, terminated, etc.)

Hours per Week The target number of hours this employee should work. ShiftAI uses this to distribute shifts fairly.

Avatar Color When no photo is uploaded, employees appear with colored initials. Choose a color to help visually distinguish team members.

Editing Employees

To update an employee's information:

1. Go to Dashboard → Employees
2. Find the employee card
3. Click Edit
4. Make your changes
5. Click Save Changes

Removing Employees

To remove an employee:

1. Go to Dashboard → Employees
2. Find the employee card
3. Click Delete
4. Confirm the deletion

Employee Limits

Your plan determines how many employees you can add:

| Plan | Employee Limit | |------|---------------| | Starter | 10 | | Professional | 50 | | Business | 200 | | Lifetime | 100 | | Enterprise | Unlimited |

You can see your current usage in the Employees page header (e.g., "15 / 50 total").

Best Practices

Complete Profiles

Fill in as much information as possible:

• Complete profiles make scheduling easier
• Skills help the AI make better assignments
• Accurate hours ensure fair distribution

Keep Information Updated

• Update roles when employees are promoted
• Add new skills after training
• Set status to inactive when employees leave

Use Consistent Naming

• Use consistent role names (e.g., always "Server" not sometimes "Waiter")
• Use consistent skill names across employees
• This helps with filtering and AI scheduling

Searching Employees

Use the search bar to find employees by:

• Name
• Role

This is helpful when you have a large team and need to quickly find someone.

What's Next?

• Creating Your First Schedule — Include your employees in a schedule
• AI Scheduler — Let AI assign shifts based on skills and availability
• Employee Availability — Set when employees can work