Adding Employees

You can add a new employee from the Employee index screen or from an Application detail screen when the Status is “Offer Accepted.” The Add employee wizard guides you through adding the basic and required information to add a new employee and ensures that you do not add the same employee more than once. In addition, you can schedule the new employee to be added at a future date.

Note To Implementation: The database needs the Employee Care Add Wizard license, which will be added to the databases of all existing Employee Care customers and automatically to new Employee Care customers going forward when this feature is released in July.

You must have add security permissions to employee to add an employee. In addition, to add an employee from an Application, you also need security permissions to the Create Employee workflow wizard when the state (status) is set to “Offer Accepted.”

To create a new employee:

Select the + on the Employees index screen.

-OR-

Select Create Employee from the detail screen of an Application that has a Status Offer Accepted.
Complete the information below as needed and select Search.

Note: If you are creating an employee from an Application, any information already captured in the application will pre-populate the fields below and can be modified as needed.
- First Name
- Last Name
- Address 1
- Zip Code
- Social Security Number
- Birth Date
- Phone Number
- Email Address
The wizard will search for any employees that match the name, address, SSN, Phone Number or Email Address that you enter.
Select one of the existing employees from the grid and click Next if it is the same employee you are trying to add or select Create New Employee if you want to add the new employee that you just entered.

Complete the rest of the information about the employee as needed and select Next.

If you selected Create New Employee, any information you entered on the first screen will automatically appear.

If you are creating an employee from an Application, any information already captured in the application will automatically appear.

If you selected an employee that already existed instead of creating a new employee, any information that was already entered for that employee will automatically appear.

In this field:	Enter or Select:
Code	The unique alpha-numeric code for the new employee. (up to 12 number or letters). This field is required. If this field is auto-generated it not appear on the screen.
First Name	The employee’s first name. This field is required. (up to 20 characters)
Middle Name	The employee’s middle name or initial. (up to 20 characters)
Last Name	The employee’s last name. (up to 20 characters)
Suffix	The employee’s suffix such as Jr., III, etc.
Nickname	The employee’s preferred first name. (up to 20 characters)
Address 1 and Address 2	The employee’s street address. (up to 40 characters each)
City, State and Zip Code	The employee’s city, (up to 20 characters), state, and zip code. If you license Payroll, the state entered here is used to calculate state taxes and when processing W-2 information (unless you select the State Tax Based On Cost Center check box on the Taxes tab after adding the employee).
Sex	The employee’s sex: Not Provided, Male, Female, Non-Binary, Transgender or Unknown
Birth Date	The employee’s date of birth
Social Security Number	The employee’s 9 digit Social Security Number
Payroll Group	If you a license Payroll, this is the payroll group that this employee’s payroll will be processed with and is required.
Overtime Type	If you license Payroll and the Payroll Group selected has a Wage Entry Type of “Detail - Calculate Overtime”, this is the overtime type to use when calculating overtime for this employee. It is required. If Use Position Management is selected and both Employment Tracking and Sync Primary Position Information to Employee are enabled in Position and Placement Options, this information will be read only and sync from the employee’s primary position after you assign it.
Use Position Management	If you want to use this employee in Basic Position Tracking or Employment Tracking
Use In Billing/Day Services	If you have licensed Billing or Day Services and you want this employee to be available in Billing and Day Services.
Sync To DataPlus	If this employee will be logging in to Client Care. Employee Care. Staff Scheduling or Time Tracking
Sync to CaraSolva MedSupport	If you have licensed Sandata eMar integration for Client Care, select this option to sync this employee’s information to Sandata eMar (CaraSolva MedSupport)
CaraSolva MedSupport Role	If you selected Sync to CaraSolva MedSupport, select the security role this employee will have in Sandata eMar (CaraSolva MedSupport) when the employee syncs.
Which Email Address is the DataPlus Login Email?	If you selected Sync to DataPlus, select the email address (Address 1, 2 or 3) that the employee will use as their user name to log in to DataPlus.
Phone 1- 3	Up to three phone numbers for this employee.
Type 1-3	Up to three types to describe the corresponding phone numbers for this employee.
Email 1- 3	Up to three email addresses for this employee. The email address that is set as the DataPlus Login Email will be required when Sync to DataPlus is True.
Type 1-3	Up to three types to describe the corresponding email addresses for this employee.
Required Information	If your agency has set up any additional fields to require a value, they will appear here. Note To Implementation: This includes any properties the agency made custom required or via a data object rule. If the agency uses conditional data object rules to require a value (so far no one has done this to my knowledge), we can customize the employee Add screen like we do the regular employee screen to add the conditional required property to it. Note To Implementation: If the agency is setting their DataPlus Passwords (as opposed to using last 4 off SSN or Codes as initial passwords) set it to be required. If they are using SSN as the initial password, set it to be required.

Leave the Effective Immediately check box selected if you want create the new employee right away otherwise clear the check box and select the Effective Date you want to add it.
Add any recipients that you would like to receive a Message in the Message Center when the new employee is added and select Finish.

If you left Effective Immediately selected, select the link to the new employee to open the new employee or Start Over to add another employee.

If you scheduled the employee to be added on a future date, you can select Scheduled Saves from the Options menu on the employee index screen to review the upcoming employees to be added and cancel it if needed.

Finally, a message will be sent to the selected recipients when the employee is added whether immediately or in the future. Employee Add messages will be sent to the System category. You can click on the link to open the new employee and continue entering additional information on the other tabs.

Note: If you created a employee from an application the employee’s race, ethnicity, gender, preferred pronouns, disability status, veteran status, protected veteran status (on the Demographics tab) and education (on the Education tab) will also be saved to the new employee. If you are not using Employment Tracking, the employee’s job title hired for will also be saved as the employee’s primary job title on the Employment Information tab.

Once the automatic sync finishes running, the employee will be available in Time Tracking, Staff Scheduling, Client Care and Employee Care based on your licenses. The next step you will want to complete is to assign the new employee to the appropriate Position(s)/Managed Position via the Employment Tracking Wizard or Basic Positions (Client Care only) and/or add them to the appropriate Employee Groups.