Adding employees

Adding an employeeUser accounts for drivers, dispatchers, and other staff to perform varying functions in TrackIt. with full functionality in the TrackIt Web Console involves multiple steps spanning different settings. To ensure all the correct prerequisites are in place, follow the steps below to add employees.

  1. Set up a plantA production plant or material storage location.
  2. Add an employee type
  3. Add an employee
  4. Set up an employee group
  5. Set up email groups
  6. Add employees as site users

1. Set up a plant

Employees are associated with plants when they are added, so it's best to ensure the proper plants are available before adding employees. Most commonly, employees are associated with specific plants for payroll purposes and because employees have specific roles at a plant.

Best Practice: When adding an employee, all plants you have may already be added into the TrackIt Web Console. You will not need to add a plant every time you add an employee. However, when first adding employees as part of a first-time setup of the TrackIt Web Console, we recommend making sure plants are added beforehand.
  1. From the TrackIt Web Console, navigate to Settings > Plant.
  2. Click Add New Plant ADD NEW PLANT button.

Add Plant screen

  1. Provide a Plant Number and Description. Add any other details as needed, such as an Interface Number, Phone Number, and Supervisor.
  2. Click Save SAVE button.

Other components of TrackIt may now be assigned to this plant, such as Equipment or a Hotspot.

2. Add an employee type

Designating an employee type allows the employee to be categorized more easily for filtering and payroll purposes and is a prerequisite for adding individual employees. Employee types typically describe a jobA project that orders and tickets are grouped under. type, such as dispatcher, driver, or batcher. When Setting up payroll, the employee type is used to distinguish between certain job types for payroll practices.

  1. Navigate to Settings > Employee > Employee Type.
  2. Click the Add Employee Type ADD EMPLOYEE TYPE button button.
  3. In the Add Employee Type dialogue window, enter data for Description, Require Schedule, Allow Early Login, Max Login Time, Pay To Schedule, Deduct Lunch, and Paid Holiday Hours.
  4. Complete any other desired fields.
  5. Click the Save Save button button.

3. Add an employee

With a plant and employee type created, you can assign them to a plant and type and add more specific details about the individual employee. The employee's information will allow them to be identified in other areas of TrackIt, like Payroll, the Equipment Map, and on the TrackIt Android application.

Before adding an Employee, you must first add an Employee Type and Plant.

Try the tutorial

  1. Navigate to Settings > Employee > Employee.
  2. Click Add New Employee Add New Employee button. If you have a spreadsheet containing multiple employee entries, click the Upload CSV File Upload CSV File button button and browse for your file.
  3. Enter any necessary information to give them access to TrackIt.
You are required to provide an Employee #, Alt Employee #, First Name, Last Name, Employee Type, Default Plant, and Hire Date.
  1. Click Save Save button.

The employee may now log in on the TrackIt Android app, TrackIt Web Console, or employee web portal depending on their Employee Type.

4. Add multiple employees

To save time, you can add more than one employee at a time if you upload a properly-formatted CSV file. The information and instructions below detail how to perform this process.

Structuring column data for an import

Performing a bulk upload entails that you use a properly-formatted CSV file. This file should consist of individual columns for each data type with each row containing the data for an individual employee entry.

 
Example employee import file

Each column should be labeled based on the following drop-down values.

Column Name Example Data
Employee Number

1007
Alt Employee Number

007
DOT and DVIR Driver ID 137A
First Name Jose
Last Name Prada
Employee Type Driver
Hire Date 2016-08-09
Acquired Hire Date 2018-06-13
Plant Number 2018-11-27
Plant Description Default Plant
Phone 1 (678) 901-2345
Phone 2 (678) 901-2345
Email jprada@examplereadymix.com
Last Login 2019-07-15 09:38:31
PREREQUISITE: You must have an Equipment Type and Plant set up before equipment may be added here.
  1. Navigate to Settings > Employee > Employee.
  2. Select the Upload CSV FileUpload CSV File button button on the right.
  3. Click Browse... to select the desired CSV file.
  4. Select the file to import and click Open.
  5. Click Upload to complete the import. If the upload was successful, a dialog windowA pop-up window that requires user input. appears to indicate its completion.
  6. Click OK to close the dialog. The employee list updates with the newly-added records.

5. Set up an employee group

You can group employees beyond employee type by adding them to employee groups. This is especially useful for grouping employees by shift and plant when certain messagesText messages exchanged between drivers and dispatchers using TrackIt. need to be relayed to specific groups. Creating an employee group is also a prerequisite for setting up email groups that target employees.

  1. Navigate to Settings > Employee > Employee Group.
  2. Click Add New Employee Group ADD NEW EMPLOYEE GROUP button.
  3. Enter an Employee Group Name.

Add Employee Group dialog window

  1. From the Employees pane, select the desired individuals and click the Add to Group Right Arrow button button to add them to the group.
  2. To remove employees, select names from the Grouped Employees pane and click the Remove from Group Left Arrow button button.
  3. Click Save Save button.

6. Set up an email group

With employees added, you are ready to set up correspondence channels with the employees. When events occur that are relevant to a specific group of employees, an email group makes it easier to contact all the correct members at the same time. Email groups can also be configured to target equipmentAll machines used as a means of production on a construction site or at a batch plant. types, plants, and groups.

Best Practice: When first adding employees, it is helpful to add them to any relevant email groups to facilitate communication immediately. We recommend including employee email addresses with each employee you add to the TrackIt Web Console.
PREREQUISITE: You must create an Employee Group prior to adding an email group. You may also want to add any relevant Equipment Type, Equipment Plant, and Equipment Group before creating an email group.
  1. Navigate to Settings > Email Groups.
  2. Click on Email Group Email Group button to launch the Email Group dialog window.
  3. Enter in a Group Name.
  4. Select the desired group from Employee Groups. If applicable, select the desired items from the following drop-down menus.
  5. Click Save Save button.

You have successfully added an employee! We recommend Adding equipment next.