An overview of the steps to help set up an account
Welcome at Shiftbase! Great that you have started an account.
Now the question is, where do I start?
In this article you will find the basics for setting up your Starter account.
Contents
Step 1: Adding locations and departments
Step 2: Adding teams and shifts
Step 4: Checking contract types
Step 1: Adding locations and departments
Depending on the size and structure of the company, branches and departments can be created. An overview of the structure can be found here. It is managed from: Settings > Organization.
⚠️ Note: You can only have 5 active departments in the Starter version. There are no limitations in the Premium version.
Step 2: Adding teams and shifts
Once the locations and departments are added you can divide these departments into teams. This allows for more clarity in the schedule.
The first team is already added with every department by default. These are named after the department. Ofcourse you can edit these names.
Managing the teams can be done via: Settings > Organization or via Schedule > Shifts/Teams.
How to add and edit teams can be found here.
You can also create standard shifts using the method mentioned above. Here you can create all fixed shifts that exist in your company. These shifts are not only needed for the schedule. They are also needed when clocking in the working hours.
There is a standard day shift. You can also manage this via:
Schedule > Shifts/Teams
You can find the process of creating shifts here.
Step 3: Timesheet settings
Now you can create the schedules and register the worked hours.
The timesheet settings can be adjusted based on your preferences as a user.
At the timesheet settings you will find the following settings:
Feel free to contact us if you have any questions.
Step 4: Checking contract types
By default there are 2 contract types.
- Zero hours
- Fixed hours
The contract types determine the option for plus-minus hours or to add a standard surcharge card and absence policy.
These settings can be found at: Settings > Employees > Contract types.
Click here for more information about editing contract types.
⚠️ Note: It is not possible to add more contract types in the Starter version. There are no limitations with the Premium version.
Step 5: Reviewing permissions
The default user permission group is Employee. There are 4 user permission groups to choose from by default. The user permission groups can be found at: Settings > Permissions.
- Employee
- Planner
- Manager
- Admin
The permissions are pre-defined, for instance, the person responsible for the planning could receive the Planner permissions. Because of this it is not necessary to set up the permissions, but it could do no harm to check the various permissions and possibly edit them.
For more information regarding the permissions click here.
For more information regarding the user permission groups click here.
Step 6: Adding employees
Employees can be added via the Employees tab or the Schedule tab.
By clicking on the + Add employee you can add a new employee.
⚠️ Note: When you add an employee it is mandatory to fill-in First and Last name. You should also add the e-mail address if the employee needs to access their Shiftbase account.
If an employee has fixed hours, the contract type Fixed hours should be selected and the fixed hours per day can be added at Contract hours per day.
For more information about adding and editing employees click here.
You could also add the employees in a bulk action via a CSV import. For more information about importing employees via a CSV file click here.
