Employee Management Employee Management is a comprehensive workforce management solution designed for modern hospitality operations. It enables managers and administrators to efficiently manage the complete employee lifecycle, from onboarding and leave management to employment types, termination, rehire, and employee profile management. With centralized employee information and integrated ADP Workforce Now synchronization, teams can maintain accurate employee records, streamline HR processes, improve workforce visibility, and ensure employee data remains consistent across systems. Overview Purpose Employee Management helps hotel managers and administrators manage the complete employee lifecycle from one centralized platform. Manage employee onboarding, profiles, employment types, employee groups, user roles, departments, leave, and ADP synchronization while keeping employee information accurate, organized, and accessible. Key Capabilities Employee Onboarding — Add and onboard new employees with the required personal, employment, payroll, and identity information. Employee Directory — View and manage employee profiles, departments, positions, contact details, and employment status. Employment Type — Configure and assign employment types based on organizational requirements. Employee Group — Organize employees into groups for easier policy, permission, and schedule management. User Role — Assign roles that control access and permissions across the platform. Department — Maintain departments to organize employees and support accurate reporting. Payroll Details — Manage payroll group, pay cycle, payroll type, and wage/salary setup for each employee. Leave Management — Manage leave requests, leave balances, and approval processes. Employee Policy — Configure and apply workplace policies across employment types and employee groups. ADP Sync — Synchronize employee and payroll information with ADP Workforce Now. Terminate / Rehire — Process terminations and rehire past employees without creating duplicate records. Employee Status Management — Track employee status such as Active, Onboarding, On Leave, Terminated, and Rehired. How It Works Business Benefits Simplify employee onboarding and management Centralize employee information and profiles Improve employee data accuracy and visibility Streamline leave and employment management Reduce duplicate employee records Simplify termination and rehire processes Keep employee and payroll data synchronized with ADP Improve workforce administration and operational efficiency Department Overview The Department feature allows administrators to define the departments used to organize employees across the property — for example, Housekeeping, Front Desk, Food & Beverage, or Maintenance. Every employee record requires an assigned department, which is used to organize the employee directory, assign positions, and support accurate reporting. Department is a single screen feature — departments are listed and created from the same screen, similar to Employment Type. Department Screen The Department screen shows all configured departments along with their active/inactive status, and allows administrators to add a new department directly from the same view. Key Fields Department — Name of the department being created (e.g. Housekeeping, Front Desk). Status — Toggle to enable or disable the department without deleting it. Save — Saves the department and closes the panel. Save & Add New — Saves the department and keeps the panel open to add another. Reset — Clears the entered value without saving. Steps Select New Department . Enter the Department name. Select Save to create it, or Save & Add New to create it and continue adding more. Department Examples Department is not a fixed list — administrators can create their own departments to match the property's structure. Common examples include: Housekeeping — Responsible for room cleaning, laundry, and upkeep of guest areas. Front Desk — Handles guest check-in, check-out, and reservations. Food & Beverage — Covers restaurant, bar, room service, and banquet operations. Maintenance / Engineering — Handles repairs and upkeep of property facilities and equipment. Sales & Marketing — Manages bookings, promotions, and outreach. Security — Responsible for guest and property safety. Administration — Covers general management and back-office functions. Note: Department is used for classification, organization, and reporting — it does not itself set pay rate, leave balances, or shift rules. Those are configured separately (e.g. through Payroll Details and Employee Group). Important Notes Department is not a fixed list — administrators can add, rename, or disable departments as needed. Every employee must be assigned to a department during onboarding. Departments can be enabled or disabled without deleting them, using the Status toggle. Department is used for classification and reporting; leave and payroll rules are configured separately. User Role Overview The User Role feature allows administrators to define and manage different roles within the property. User roles determine the level of access and the capabilities available to users, such as web login, app login, scheduling, and iHospitality Hub access. Each user can be assigned an appropriate role based on their responsibilities and required system access. User Role is a single-screen feature — existing roles are displayed in a list, and new roles can be created from the same screen. User Role Screen The User Role screen displays all configured user roles along with their aliases and access permissions. Administrators can review and manage the available permissions for each role directly from the list. The screen provides the following permission controls: Can Web login — Controls whether users assigned to the role can log in through the web application. Can App login — Controls whether users assigned to the role can log in through the mobile application. Can Schedule — Controls whether the role has access to scheduling functionality. Can iHospitality Hub Login — Controls whether users assigned to the role can log in to the iHospitality Hub. Administrators can also create a new user role using the Create button. Key Fields User Role — Name of the user role being created, such as Housekeeper, Front Desk, Organization Admin, or Property Admin . Alias — Alternate or short name used to identify the user role. Can Web login — Toggle to allow or restrict web application login for the role. Can App login — Toggle to allow or restrict mobile application login for the role. Can Schedule — Toggle to allow or restrict access to scheduling functionality. Can iHospitality Hub Login — Toggle to allow or restrict login access to the iHospitality Hub. Save — Saves the user role with the configured permissions and closes the panel. Save & Add New — Saves the current user role and keeps the panel open so another role can be created. Reset — Clears the entered values without saving. Create — Opens the New User Role panel for creating a new role. Steps Create a New User Role Navigate to User Role from the Employee Management section. Click the Create button. The New User Role panel opens on the right side of the screen. Enter the required User Role name. Enter the required Alias . Enable or disable Can Web login according to the role's requirements. Enable or disable Can App login according to the role's requirements. Enable or disable Can Schedule according to the role's requirements. Enable or disable Can iHospitality Hub Login according to the role's requirements. Click Save to create the role. Use Save & Add New if you want to save the current role and immediately create another one. Use Reset to clear the entered information before saving. Important Notes User Role and Alias are required fields when creating a new role. Permission toggles determine which system features are available to users assigned to that role. Disabling a permission prevents the corresponding access without requiring the role to be deleted. Permissions should be configured according to the responsibilities of the user role. A role can have different combinations of web, app, scheduling, and iHospitality Hub access. Review the configured permissions before clicking Save to ensure the role has the appropriate access. Employment Type Overview The Employment Type feature allows administrators to define the different categories of employment used across the property. Employment Type describes the nature of an employee's work arrangement — for example, whether they are a full-time staff member, a part-time worker, an intern, or a contractor. Every employee record requires an assigned Employment Type, which is used for classification, reporting, and payroll purposes. Employment Type List The Employment Type list screen shows all configured employment types along with their active/inactive status. From this screen, administrators can: View all existing employment types. Enable or disable an employment type using the Status toggle. Create a new employment type. Add Employment Type The New Employment Type screen is used to create a new employment type. Key Fields Employment Type — Name of the employment type being created (e.g. Full Time, Contract). Save — Saves the employment type and closes the panel. Save & Add New — Saves the employment type and keeps the panel open to add another. Reset — Clears the entered value without saving. Steps Select New Employment Type . Enter the Employment Type name. Select Save to create it, or Save & Add New to create it and continue adding more. Important Notes Employment Type must be assigned to every employee during onboarding. Administrators can enable or disable an employment type without deleting it, using the Status toggle. Employment Type is used for classification and reporting; leave and payroll rules are configured separately. Employee Group Overview The Employee Group feature allows administrators to define groups that employees can be assigned to, based on role, department, or workforce category. Each employee group carries its own leave and shift trade limits — both a yearly count and a monthly count — which control how much paid leave, unpaid leave, sick leave, and shift trades employees in that group can use. Employee Group is used across the platform wherever leave balances and shift trade limits need to be applied consistently to a set of employees, rather than configured individually per person. Employee Group List The Employee Group list screen shows all configured employee groups along with their leave and shift trade limits, so administrators can review or update them at a glance. From this screen, administrators can: View all existing employee groups. Open a group to review or edit its leave and shift trade limits. Create a new employee group. Add Employee Group The New Employee Group screen is used to create a group and define its leave and shift trade allowances. Key Fields Name — Name of the employee group (e.g. Housekeeping Full-Time, Front Desk Part-Time). Paid Leave Count — Total paid leave days allowed per year for employees in this group. Unpaid Leave Count — Total unpaid leave days allowed per year for employees in this group. Sick Leave Count — Total sick leave days allowed per year for employees in this group. Trade Shift Count — Total number of shift trades allowed per year for employees in this group. Paid Leave Count Per Month — Maximum paid leave days an employee in this group can take within a single month. Unpaid Leave Count Per Month — Maximum unpaid leave days an employee in this group can take within a single month. Sick Leave Count Per Month — Maximum sick leave days an employee in this group can take within a single month. Example: A group named "Housekeeping Full-Time" is set with a Paid Leave Count of 12 (yearly) and a Paid Leave Count Per Month of 2. Employees in this group have 12 paid leave days to use across the year, but can never take more than 2 paid leave days within the same month. Steps Select New Employee Group . Enter the Name of the group. Enter the Paid Leave Count , Unpaid Leave Count , and Sick Leave Count (yearly totals). Enter the Trade Shift Count (yearly total). Enter the Paid Leave Count Per Month , Unpaid Leave Count Per Month , and Sick Leave Count Per Month . Select Save to create the group. Note: Once created, employees can be assigned to this group, and their leave requests and shift trades will be validated against both the yearly and monthly limits configured here. Important Notes Employee Group defines both yearly and monthly limits for Paid Leave, Unpaid Leave, and Sick Leave. Employee Group also defines a yearly limit for Trade Shift Count . All required fields must be filled in before a group can be saved. Leave and shift trade requests submitted by employees are validated against the limits set on their assigned employee group. Employee Policy Overview The Employee Policy feature allows administrators to create and manage policies that apply to employees within a property. Policies can be used to define organizational, management, or other employee-related rules and guidelines. Each policy can be associated with a Property, Policy Category, User Role, Version, and Policy Type . Administrators can also define the policy content, description, and settings such as whether the policy is mandatory, downloadable, or requires a signature. The Employee Policy feature provides a centralized place to maintain employee policies and control how they are presented to employees. Employee Policy Screen The Employee Policy screen displays all configured employee policies along with their key details and status. The screen includes the following information: Policy Code — Unique code assigned to the policy. Policy Name — Name of the employee policy. Policy Type — Type of policy configured. Policy Category — Category under which the policy is organized. Acceptance — Provides access to view the policy acceptance information. Active — Toggle to enable or disable the policy. Version — Indicates the current version of the policy. Document — Displays the associated policy document, if available. Properties — Shows the property to which the policy is assigned. User Role — Shows the user role for which the policy is applicable. Administrators can use the Create button to add a new employee policy. Key Fields Policy Details Policy Code — Unique code used to identify the employee policy. Property — Property for which the employee policy is being created. Policy Category — Category used to classify the policy, such as Corporate or Management. Policy Type — Defines the type of policy being created. Policy Name — Name or title of the employee policy. User Role — User role to which the policy applies. Version — Version number of the policy used to identify revisions or updates. Policy Content Policy Document — Allows an administrator to upload a document associated with the policy. Description — Short description explaining the purpose or scope of the policy. Policy Content — Rich-text editor used to enter and format the actual policy information. It supports formatting options such as fonts, font size, bold, italic, underline, alignment, lists, and quotations. Policy Settings Download Allowed — Allows employees to download the policy document or content. Is Mandatory — Marks the policy as mandatory for the applicable employees. Signature Required — Indicates that employees are required to provide a signature or acknowledgement for the policy. Show Policy On — Defines where or during which employee process the policy should be displayed, such as Employee Onboarding . Actions Save — Saves the employee policy and closes the panel. Save & Add New — Saves the current policy and keeps the panel open to create another policy. Reset — Clears the entered values without saving. Create — Opens the Add Employee Policy panel. Steps Create an Employee Policy Navigate to Employee Policy from the Employee Management section. Click the Create button. The Add Employee Policy panel opens. In Policy Details , enter the Policy Code . Select the required Property . Select the Policy Category . Select the Policy Type . Enter the Policy Name . Select the applicable User Role . Enter the Version of the policy. In Policy Content , upload a Policy Document if required. Enter a Description for the policy. Enter the policy information in the Policy Content editor and apply the required formatting. In Policy Settings , enable Download Allowed if employees should be permitted to download the policy. Enable Is Mandatory if the policy must be followed or acknowledged by the applicable employees. Enable Signature Required if employee acknowledgement through a signature is required. Select the required option in Show Policy On to determine where the policy should be displayed. Click Save to create the policy. Use Save & Add New to save the current policy and immediately create another policy. Use Reset to clear the entered information without saving. Important Notes Policy Code, Property, Policy Category, Policy Type, Policy Name, User Role, and Version are required when creating an employee policy. A policy can be associated with a specific Property and User Role . The Version field should be updated when significant changes are made to an existing policy. Policy Document can be uploaded when a separate document needs to be associated with the policy. Is Mandatory can be used to identify policies that employees must acknowledge or follow. Signature Required can be enabled when formal employee acknowledgement is required. The Active toggle on the policy list can be used to enable or disable an existing policy. Show Policy On determines the employee process or location where the policy is presented. Review all policy details and settings before selecting Save . Leave Management Overview The Leave Management feature allows employees to request time off and helps managers track and approve leave across the property. Leave is managed on a full-day basis only — employees select the day(s) they need off and submit a request for manager review. Leave requests are organized by leave type : Paid Leave, Sick Leave, and Unpaid Leave. Each employee's leave balance is tracked per employee group , with a defined monthly limit for each leave type, so requests that exceed the available balance cannot be submitted. Leave Management provides visibility into leave dates, leave type, reason, balance, and approval status, helping managers plan schedules accurately and avoid understaffing. Add Leave Screen The Add Leave screen allows employees to submit a leave request for one or more full days. Key Information Leave Date — Multi-select field. Employees can select one or more days for the leave request. Leave is applied for full days only; partial or half-day leave is not supported. Leave Type — Dropdown selection of Paid Leave, Sick Leave, or Unpaid Leave. Reason — Free text field where the employee enters the reason for the leave request. Leave Balance — Displays the employee's remaining balance for the selected leave type, based on their employee group's monthly limit. Submit — Submits the leave request for manager review. If the selected dates exceed the employee's remaining balance for that leave type, the system blocks submission and displays an error instead of allowing the request to go through. Leave Balance Management Leave balances are configured per employee group when the group is created or edited, using two limits for each leave type — a yearly count and a monthly count . This ensures an employee's full yearly allowance can't be used up in a single month. Employee Group — Leave Configuration Fields Field Description Name Name of the employee group. Paid Leave Count Total paid leave days allowed per year for this group. Unpaid Leave Count Total unpaid leave days allowed per year for this group. Sick Leave Count Total sick leave days allowed per year for this group. Trade Shift Count Total shift trades allowed per year for this group. Paid Leave Count Per Month Maximum paid leave days an employee in this group can take in a single month. Unpaid Leave Count Per Month Maximum unpaid leave days an employee in this group can take in a single month. Sick Leave Count Per Month Maximum sick leave days an employee in this group can take in a single month. When an employee submits a leave request, the system checks the request against both limits: Yearly balance — the total leave remaining for that type this year. Monthly limit — the maximum allowed for that type in the selected month. If the request would exceed either the yearly balance or the monthly limit, the request is not allowed and the employee must adjust the dates or leave type before submitting. Note: Yearly balances reset annually and monthly limits reset each calendar month, both based on the configuration set at the employee group level. Leave Status Status Meaning Pending Leave has been submitted and is waiting for manager action. Approved The leave request has been approved and the balance is deducted accordingly. Rejected The leave request has been rejected and does not affect the employee's leave balance. My Leave List The leave list allows employees to view all of their submitted leave requests along with the current status of each. Submit a Leave Request Steps Select Add Leave . Select one or more leave dates . Select the Leave Type — Paid Leave, Sick Leave, or Unpaid Leave. Enter the Reason for the leave request. Review the displayed leave balance for the selected type. Select Submit . Note: If the selected dates exceed the available balance for the chosen leave type, the system displays an error and does not allow the request to be submitted. Approve and Reject Leave Once a leave request is submitted, it appears on the manager's leave approval screen for review. Individual Approval or Rejection Each leave request is reviewed independently. Managers can: Select Approve to approve the leave request. The employee's leave balance is updated accordingly. Select Reject to reject the leave request. The employee's leave balance remains unaffected. Once an action is completed, the request status is updated accordingly and the employee is notified. Approve Leave Reject Leave Leave Management Workflow The employee and manager workflow is: Add Leave → Check Balance → Submit → Manager Reviews → Approve / Reject → Leave Updated Approval Pending → Manager Reviews → Approve → Approved → Balance Deducted Rejection Pending → Manager Reviews → Reject → Rejected → Balance Unaffected Using Leave Management for Scheduling Leave Management is used as a reference when creating employee schedules. Managers can use approved leave to: Avoid assigning shifts to employees on approved leave. Identify staffing gaps caused by approved leave. Plan coverage in advance based on pending and approved leave requests. Ensure leave balances are accurately reflected before publishing schedules. Note: Leave Management does not automatically remove an employee from an already published schedule. Managers should review approved leave before finalizing schedules. Important Notes Leave is applied for full days only — partial or half-day leave is not supported. Leave requests are categorized into Paid Leave , Sick Leave , and Unpaid Leave . Leave balances are configured per employee group , with both a yearly count and a monthly count set for each leave type (Paid, Unpaid, Sick). If a requested leave exceeds either the yearly balance or the monthly limit for the selected type, the system blocks submission. Managers can Approve or Reject leave requests individually. Approved leave should be used as a reference when building and publishing schedules. Leave balances update automatically based on approval status. Employee Master Overview The Employee Management feature provides a centralized workspace for managing the complete employee lifecycle across the property. Managers and authorized users can create employees, maintain employee information, activate or deactivate employees, terminate employment, rehire eligible employees, reset employee passwords, and synchronize employee information with ADP . Employee records are organized into four status tabs: Active — Displays employees who are currently active and available for normal operations. Inactive — Displays employees who are currently inactive and not active for normal operations. Terminated — Displays employees whose employment has been terminated. All — Displays all employee records regardless of their current status. The Employee Management workflow supports the complete employee lifecycle: Create Employee → Active → Inactive / Terminated → Rehire if Eligible → Active Managers can also use employee actions such as Reset Password , Terminate , Rehire , and ADP Sync directly from the employee list. Employee Management Screen The Employee Management screen provides a centralized list of employees with status filters and employee actions. Employee List The employee list includes the following information and actions: Column Description \*\*Employee Code\*\* Unique employee code assigned to the employee and used to identify the employee within the system. \*\*Employee Name\*\* Displays the employee's full name. Selecting the information icon provides additional details about the employee. \*\*User Role\*\* Displays the system role assigned to the employee, which determines their access level and available permissions. \*\*Contact\*\* Primary phone number associated with the employee for contact and communication purposes. \*\*Email\*\* Employee's registered email address used for communication and applicable system notifications. \*\*Gender\*\* Gender information recorded in the employee's profile. \*\*Status\*\* Displays the employee's current employment status, such as \*\*Active\*\* or \*\*Inactive\*\*. \*\*Reset Password\*\* Allows an authorized user to reset the employee's system login password when required. \*\*Action\*\* Provides employee lifecycle actions based on the employee's current status and eligibility, such as \*\*Terminate\*\* or \*\*Rehire\*\*. \*\*ADP Sync\*\* Allows the employee's information to be synchronized with the connected \*\*ADP payroll system\*\*. Search — Search employees by available employee information. Create — Create a new employee. Download — Export or download the employee list. Filter — Apply additional employee list filters. Status Tabs — Quickly switch between Active, Inactive, Terminated, and All employees. Employee Status Tabs Employee records are separated into four tabs to make employee lifecycle management easier. Active The Active tab displays employees who are currently active at the property. Active employees can normally be assigned to workforce activities and other employee-related operations. Managers can perform actions such as: View employee information. Change the employee's active/inactive status. Reset the employee password. Terminate the employee. Synchronize employee information with ADP. Active Employee List The Active tab shows employees whose employment status is currently active. The Terminate action is available for employees who need to be removed from active employment. Inactive The Inactive tab displays employees who are currently marked as inactive. An inactive employee remains in the system but is not considered active for normal employee operations. Managers can use this tab to review employees who are temporarily inactive and perform the available lifecycle action based on the employee's current record. Inactive Employee List The Inactive tab shows employees whose status toggle is disabled. Depending on the employee's record and employment history, the available action may allow the employee to be rehired or terminated. Terminated The Terminated tab displays employees whose employment has been terminated. Terminated employees remain available in the system for historical reference and employee record management. Managers can review terminated employees and, when the employee is marked as Rehire Eligible , use the Rehire action to return the employee to active employment. Terminated Employee List The Terminated tab shows employees whose employment has ended. Rehire is displayed when the employee is eligible for rehire. An information indicator may be displayed when additional termination or rehire information is available. Employees who are not eligible for rehire cannot be rehired through the standard rehire action. All The All tab displays all employee records regardless of whether they are Active, Inactive, or Terminated. This tab provides a complete employee directory and allows managers to locate an employee without first selecting a specific status. All Employee List The All tab provides a consolidated view of employee records and their current status. Available actions are determined by the employee's current status and eligibility. Create Employee The Create Employee feature allows managers and authorized users to create and maintain employee records for the property. The employee creation form is organized into the following sections: Employee Details Personal Details Payroll Details Address Details Identity Document Each section captures specific information required for employee management, payroll processing, identification, and employee records. 1. Employee Details The Employee Details section contains the employee's primary employment and system information. [ ![Employee Management](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/image-1789464259871.png) ](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/image-1789464259871.png) Fields marked with a red `\\\*` are required. Field Description \*\*Property\*\* Property where the employee is assigned and works. \*\*Employee Code\*\* Unique code used to identify the employee within the system. \*\*User Role\*\* Defines the employee's system role and determines the permissions and features available to the employee. \*\*Department\*\* Department to which the employee is assigned, such as Housekeeping, Front Desk, Maintenance, or Food & Beverage. \*\*Hire Date\*\* Date on which the employee officially started employment with the property. \*\*Employee Group\*\* Defines the employee group used to determine applicable policies and rules, such as leave policies, attendance policies, and other employee-specific settings. \*\*Employment Type\*\* Defines the employee's employment classification, such as \*\*W-2 Employee\*\*, \*\*Contract Employee\*\*, or other configured employment types. This classification can be used to determine applicable payroll, attendance, leave, and employment policies. 2. Personal Details The Personal Details section captures the employee's personal and contact information. [ ![Employee Management](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/image-1789465054341.png) ](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/image-1789465054341.png) Field Description \*\*First Name\*\* Employee's first name. \*\*Middle Name\*\* Employee's middle name, if applicable. \*\*Last Name\*\* Employee's last name. \*\*Gender\*\* Employee's gender. \*\*SSN\*\* Employee's Social Security Number (SSN) used for employee identification and applicable payroll requirements. \*\*Confirm SSN\*\* Confirms the Social Security Number entered in the SSN field to ensure both values match. \*\*Date of Birth\*\* Employee's date of birth. \*\*Contact\*\* Employee's primary contact phone number. \*\*Email\*\* Employee's primary email address. The email address is used for system login and to send the employee's welcome email and password after the employee is created. 3. Payroll Details The Payroll Details section contains payroll, compensation, and external payroll integration information. The fields displayed in this section may change based on the selected Payroll Type . Field Description \*\*Employee ID\*\* Unique employee identifier used by the employee to log in to the \*\*iHospitality Hub\*\*. \*\*Passcode\*\* Employee passcode used together with the Employee ID to authenticate and log in to the \*\*iHospitality Hub\*\*. \*\*Associate ID\*\* Employee associate identifier used for payroll and external system integration.This field is displayed only when ADP configuration is enabled for the property. \*\*Payroll File No\*\* Payroll file number or employee payroll reference number used for payroll processing.This field is displayed only when ADP configuration is enabled for the property. \*\*Pay Cycle\*\* Defines the employee's payroll cycle, such as weekly or biweekly, based on the payroll configuration. \*\*Pay Group\*\* Defines the payroll group to which the employee belongs \*\*Onboarding Template\*\* Defines the ADP onboarding template used when creating or onboarding the employee. This field is displayed only when ADP configuration is enabled for the property. \*\*Payroll Type\*\* Defines how the employee is paid. Available options include \*\*Salary\*\*, \*\*Hourly\*\*, and \*\*Pay By Room\*\*. Pay By Room is typically used for contract-based housekeeping employees who are paid based on completed rooms. \*\*Salary\*\* Defines the employee's salary when \*\*Payroll Type\*\* is set to \*\*Salary\*\*. \*\*Hourly Wage\*\* Defines the employee's hourly wage when \*\*Payroll Type\*\* is set to \*\*Hourly\*\*. The total payroll amount is calculated by the system based on the employee's hourly wage and applicable worked hours according to the configured pay cycle. \*\*Per Room Rate\*\* Defines the rate paid for each completed room when \*\*Payroll Type\*\* is set to \*\*Pay By Room\*\*. This option is commonly used for contract housekeeping employees. Note: Pay Group and Onboarding Template are displayed only when ADP payroll configuration is enabled for the property. When ADP is not configured, these fields are not displayed. Payroll Type The system supports different compensation methods. Selecting the payroll type determines the applicable compensation field. Hourly — Employee is paid based on an hourly wage. Salaried — Employee is paid based on a fixed salary. Pay By Room — Employee is paid based on the number of rooms or room-related work completed. 3.1 Salaried Employee When Payroll Type is set to Salaried , the employee's compensation is entered using the Salary field. [ ![Employee Management](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/image-1789465760035.png) ](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/image-1789465760035.png) The payroll configuration can include: Employee ID Passcode Associate ID Payroll File No Pay Group Pay Cycle Onboarding Template Payroll Type Salary Hourly Wage 3.2 Hourly Employee When Payroll Type is set to Hourly , the employee's compensation is entered using the Hourly Wage field. [ ![Employee Management](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/image-1789465876963.png) ](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/image-1789465876963.png) The payroll configuration can include: Employee ID Passcode Associate ID Payroll File No Pay Group Pay Cycle Onboarding Template Payroll Type Hourly Wage 3.3 Pay By Room Employee When Payroll Type is set to Pay By Room , the employee's compensation is entered using the Per Room Rate field. [ ![Employee Management](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/image-1789465988220.png) ](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/image-1789465988220.png) The payroll configuration can include: Employee ID Passcode Associate ID Payroll File No Pay Group Pay Cycle Onboarding Template Payroll Type Pay Per Room 4. Address Details The Address Details section records the employee's residential location and address information. [ ![Employee Management](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/image-1789466501237.png) ](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/image-1789466501237.png) Field Description \*\*Google Location\*\* Allows the user to search for and select the employee's location using Google Location search. Once a location is selected, the related address and location details are automatically populated. \*\*Street Address\*\* Automatically populated based on the location selected through Google Location search. \*\*City\*\* Automatically populated based on the selected Google Location. \*\*State\*\* Automatically populated based on the selected Google Location. \*\*Latitude\*\* Automatically populated with the geographic latitude of the selected location. \*\*Longitude\*\* Automatically populated with the geographic longitude of the selected location. \*\*Zip Code\*\* Automatically populated with the ZIP code associated with the selected Google Location. Note: The user only needs to search for and select the location using Google Location . The Street Address, City, State, Latitude, Longitude, and Zip Code fields are automatically populated based on the selected location. 5. Identity Document The Identity Document section allows authorized users to record the employee's identification document information. [ ![Employee Management](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/image-1789466667322.png) ](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/image-1789466667322.png) Field Description \*\*Profile Picture\*\* Employee's profile image used to identify the employee within the system. \*\*Driving License Image\*\* Image of the employee's driving license maintained as an identification document in the employee record. \*\*SSN Image\*\* Image of the employee's Social Security Number (SSN) document maintained for employee identification and applicable payroll requirements. \*\*Facial Image\*\* Employee facial image used for \*\*face login\*\*. The image is registered with the system's facial recognition service and is used to authenticate the employee when face login is enabled. Note: The SSN Image and Facial Image are used for system-related purposes. The Facial Image is specifically used for face login and facial authentication. Create Employee Actions After entering the required employee information, the following actions are available: Action Description \*\*Save\*\* Saves the employee record with the entered information. \*\*Save & Add New\*\* Saves the current employee record and opens a new employee creation form. \*\*Reset\*\* Clears the entered information and resets the form to its initial state. Employee Status Management The employee Status toggle allows authorized users to control whether an employee is active or inactive. Active Employee When the status is enabled, the employee is shown as Active . Active Status → Employee is Active Inactive Employee When the status is disabled, the employee is shown as Inactive . Inactive Status → Employee is Inactive The status toggle should be used for normal active/inactive employee management. When employment has officially ended, the employee should be processed through the Terminate Employee workflow. Terminate Employee The Terminate action is used when an employee's employment with the property has ended. Selecting Terminate opens the Terminate Employee screen. [ ![Step 1 - Terminate Employee](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/DKGall-employee.png) ](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/DKGall-employee.png) \*\*Step 1 - Select Terminate\*\* From the employee list, click the \*\*Terminate\*\* action for the employee you want to terminate. [ ![Step 2 - Employee Termination Form](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/terminate-employee.png) ](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/terminate-employee.png%20target=) \*\*Step 2 - Complete Termination Form\*\* Enter the termination date, termination type, rehire eligibility, reason, and optional notes. Termination Information Field Description \*\*Termination Date\*\* Date on which the employee's employment is terminated. \*\*Termination Type\*\* Defines the type or classification of termination. \*\*Rehire Eligible\*\* Indicates whether the employee is eligible for rehire in the future. \*\*Reason\*\* Required reason for terminating the employee. \*\*Notes\*\* Optional additional information related to the employee's termination. The termination record should contain accurate information because it may be used for future employee history and rehire decisions. Open the employee from the Active or applicable employee list. Select Terminate . Select the Termination Date . Select the Termination Type . Select whether the employee is Rehire Eligible . Enter the required Reason . Enter optional Notes . Select Update . The employee is moved to the Terminated employee list. Termination Workflow Active Employee → Terminate → Enter Termination Details → Update → Terminated Rehire Employee The Rehire action allows an eligible terminated employee to return to active employment. A terminated employee can only be rehired when the employee is marked as Rehire Eligible . Selecting Rehire opens the Rehire Employee screen. [ ![Step 1 - Rehire Employee](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/fcNall-employee.png) ](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/fcNall-employee.png) \*\*Step 1 - Select Rehire\*\* From the employee list, click the \*\*Rehire\*\* action for the terminated employee you want to rehire. [ ![Step 2 - Rehire Employee](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/sTyrehire-employee.png) ](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/sTyrehire-employee.png) \*\*Step 2 - Complete Rehire\*\* Review the employee rehire details and complete the rehire process to reactivate the employee. Rehire Information Field Description \*\*Rehire Date\*\* Date on which the employee is rehired. \*\*Reason\*\* Required reason for rehiring the employee. \*\*Notes\*\* Optional additional information related to the employee's rehire. Open the Terminated or applicable employee list. Locate the employee. Select Rehire when the employee is eligible. Select the Rehire Date . Enter the Reason . Enter optional Notes . Select Update . The employee is returned to the active employee workflow. Rehire Workflow Terminated Employee → Rehire Eligible → Rehire → Enter Rehire Details → Update → Active Note: If an employee is not eligible for rehire, the standard Rehire action is not available. An information indicator may be displayed to provide additional employee or termination information. Reset Employee Password The Reset Password action allows an authorized user to create a new password for an employee. Selecting the reset password action opens the Reset Password dialog. [ ![Step 1 - Select Employee and Reset Password](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/h8tall-employee.png) ](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/h8tall-employee.png) \*\*Step 1 - Select Employee and Reset Password\*\* From the employee list, select the employee and click the \*\*Reset Password\*\* action. [ ![Step 2 - Reset Password](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/aaHreset-password.png) ](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/aaHreset-password.png) \*\*Step 2 - Reset Password\*\* Enter the new password and confirm the password to complete the password reset process. The dialog displays: User Name — Identifies the employee whose password is being reset. New Password — Required field for entering the new employee password. Locate the employee in the employee list. Select the Reset Password action. Verify the displayed employee name. Enter the New Password . Select Update . The employee password is updated. If the required password field is empty, the system displays a validation message and does not update the password. Reset Password Workflow Employee List → Reset Password → Enter New Password → Update → Password Updated ADP Sync The ADP Sync action allows employee information to be synchronized with the connected ADP payroll system. The ADP Sync action is available from the employee list. Before synchronization, the system displays a confirmation message asking the user to confirm the sync operation. [ ![Step 1 - Select Employee for ADP Sync](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/NYtall-employee.png) ](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/NYtall-employee.png) \*\*Step 1 - Select Employee for ADP Sync\*\* From the employee list, select the employee you want to sync with ADP and click the \*\*ADP Sync\*\* action. [ ![Step 2 - Confirm ADP Sync](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/syncadp-employee.png) ](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/syncadp-employee.png) \*\*Step 2 - Confirm ADP Sync\*\* Review the employee synchronization confirmation and click \*\*Confirm\*\* to sync the employee information with ADP. Locate the employee in the employee list. Select the ADP Sync icon. Review the Sync with ADP confirmation message. Select Yes to continue. Select Cancel to stop the synchronization. When confirmed, the system synchronizes the employee information with ADP. ADP Sync Workflow Employee List → ADP Sync → Confirm → Yes → Synchronize with ADP Note: ADP synchronization should be performed after employee payroll information has been reviewed and is ready to be synchronized with the connected ADP system. Employee Management Workflow The complete employee lifecycle is: Create Employee → Employee Active → Inactive or Terminated → Rehire if Eligible → Active Create Employee Create → Enter Employee Details → Enter Payroll Details → Enter Address Details → Save → Employee Created Activate / Deactivate Active ↔ Inactive Managers can change an employee's active/inactive status based on the employee's current operational status. Termination Active → Terminate → Termination Details → Update → Terminated Rehire Terminated → Rehire Eligible → Rehire → Rehire Details → Update → Active Password Reset Employee → Reset Password → Enter New Password → Update ADP Synchronization Employee → ADP Sync → Confirm → Yes → ADP Synchronization Employee Management Actions Summary Action Purpose \*\*Create\*\* Creates a new employee record. \*\*Status Toggle\*\* Changes the employee status between Active and Inactive. \*\*Terminate\*\* Terminates the employee's employment and records the required termination details. \*\*Rehire\*\* Rehires an eligible terminated employee and returns the employee to active status. \*\*Reset Password\*\* Allows an authorized user to reset the employee's password. \*\*ADP Sync\*\* Synchronizes the selected employee's information with ADP. \*\*Search\*\* Searches for an employee by available employee information. \*\*Download\*\* Downloads the available employee list. \*\*Filter\*\* Filters employee records based on the available filter criteria. \*\*Information\*\* Displays additional information about the selected employee. Important Notes Employee records are organized into Active , Inactive , Terminated , and All tabs. The Active tab displays currently active employees. The Inactive tab displays employees who are currently inactive. The Terminated tab displays employees whose employment has ended. The All tab displays employees across all statuses. Termination requires a Termination Date , Termination Type , Rehire Eligibility , and Reason . A terminated employee can be rehired only when the employee is marked as Rehire Eligible . Rehire requires a Rehire Date and Reason . Employee passwords can be reset using the Reset Password action. ADP synchronization requires user confirmation before the sync operation is started. Payroll fields may vary depending on the selected Payroll Type . Employee payroll and identification information should be reviewed before performing an ADP synchronization. Employee termination and rehire information should be maintained accurately for employee history and future workforce management.