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.

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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.
**Employee Name**	Employee's name. Selecting the information icon provides additional employee information.
**User Role**	Role assigned to the employee that determines their system access and permissions.
**Contact**	Primary phone number associated with the employee.
**Email**	Employee's registered email address.
**Gender**	Gender information recorded in the employee profile.
**Status**	Displays whether the employee is currently **Active** or **Inactive**.
**Reset Password**	Allows an authorized user to reset the employee's password.
**Action**	Provides employee lifecycle actions such as **Terminate** or **Rehire**, based on the employee's current status and rehire eligibility.
**ADP Sync**	Allows employee 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.

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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.

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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.

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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.

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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.

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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:

1. Employee Details
2. Personal Details
3. Payroll Details
4. Address Details
5. Identity Document

Each section captures specific information required for employee management, payroll processing, identification, and employee records.

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1. Employee Details

The Employee Details section contains the employee's primary employment and system information.

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.
**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.

Employee Details Screenshot

2. Personal Details

The Personal Details section captures the employee's personal and contact information.

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.
**Date of Birth**	Employee's date of birth.
**Email**	Employee's primary email address.
**Phone Number**	Employee's primary contact phone number.
**Emergency Contact**	Emergency contact information for the employee, where applicable.

The personal information is used to maintain the employee's profile and contact records.

Personal Details Screenshot

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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
**Associate ID**	Employee associate identifier used for payroll or external system integration.
**Payroll File No**	Payroll file or employee payroll reference number.
**Payroll Group**	Payroll group assigned to the employee.
**Pay Cycle**	Pay cycle assigned to the employee.
**ADP Template**	ADP template used for employee payroll integration.
**Payroll Type**	Defines how the employee is paid, such as **Hourly**, **Salaried**, or **Pay By Room**.
**Hourly Wage**	Hourly wage assigned to an hourly employee.
**Salary**	Salary assigned to a salaried employee.
**Per Room Rate**	Rate assigned when the employee is paid based on rooms or room-related work.

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.

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3.1 Salaried Employee

When Payroll Type is set to Salaried, the employee's compensation is entered using the Salary field.

The payroll configuration can include:

• Associate ID
• Payroll File No
• Payroll Group
• Pay Cycle
• ADP Template
• Payroll Type
• Salary

Salaried Employee Screenshot

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3.2 Hourly Employee

When Payroll Type is set to Hourly, the employee's compensation is entered using the Hourly Wage field.

The payroll configuration can include:

• Associate ID
• Payroll File No
• Payroll Group
• Pay Cycle
• ADP Template
• Payroll Type
• Hourly Wage

Hourly Employee Screenshot

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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.

The payroll configuration can include:

• Associate ID
• Payroll File No
• Payroll Group
• Pay Cycle
• ADP Template
• Payroll Type
• Per Room Rate

Pay By Room Employee Screenshot

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4. Address Details

The Address Details section records the employee's residential location and address information.

Field	Description
**Google Location**	Allows the user to search for and select the employee's location using Google Location search.
**Latitude**	Geographic latitude associated with the selected location.
**Longitude**	Geographic longitude associated with the selected location.
**Street Address**	Employee's street address.
**State**	Employee's state.
**City**	Employee's city.
**Zip Code**	Employee's ZIP code.

When a location is selected through Google Location, the associated geographic coordinates can be populated automatically.

Address Details Screenshot

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5. Identity Document

The Identity Document section allows authorized users to record the employee's identification document information.

Field	Description
**Document Type**	Type of identification document provided by the employee.
**Document Number**	Identification document number.
**Issue Date**	Date on which the document was issued, where applicable.
**Expiration Date**	Expiration date of the document, where applicable.
**Issuing Authority**	Authority or organization that issued the document.
**Document**	Allows the identification document or supporting file to be uploaded and associated with the employee record.

Identity documents should be entered accurately and maintained according to the property's document-management and compliance requirements.

Identity Document Screenshot

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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 and opens a new employee creation form.
**Reset**	Clears the entered information and resets the form.

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Employee Creation Flow

The employee creation process follows the sequence below:

Employee Details
↓
Personal Details
↓
Payroll Details
↓
Address Details
↓
Identity Document
↓
Save Employee

The payroll compensation fields are displayed according to the selected payroll type:

Salaried → Salary
Hourly → Hourly Wage
Pay By Room → Per Room Rate

Once the employee is saved, the employee record becomes available in the employee management listing and can be managed according to the user's assigned permissions.

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.

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Terminate Employee

The Terminate action is used when an employee's employment with the property has ended.

Selecting Terminate opens the Terminate Employee screen.

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**	Determines whether the employee can be rehired in the future.
**Reason**	Required reason for the employee termination.
**Notes**	Optional additional information related to the termination.

The termination record should contain accurate information because it may be used for future employee history and rehire decisions.

### Termination Process

1. Open the employee from the Active or applicable employee list.
2. Select Terminate.
3. Select the Termination Date.
4. Select the Termination Type.
5. Select whether the employee is Rehire Eligible.
6. Enter the required Reason.
7. Enter optional Notes.
8. Select Update.
9. The employee is moved to the Terminated employee list.

Termination Workflow

Active Employee → Terminate → Enter Termination Details → Update → Terminated

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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.

Rehire Information

Field	Description
**Rehire Date**	Date on which the employee will be rehired.
**Reason**	Required reason for rehiring the employee.
**Notes**	Optional additional information about the rehire.

### Rehire Process

1. Open the Terminated or applicable employee list.
2. Locate the employee.
3. Select Rehire when the employee is eligible.
4. Select the Rehire Date.
5. Enter the Reason.
6. Enter optional Notes.
7. Select Update.
8. 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.

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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.

The dialog displays:

• User Name — Identifies the employee whose password is being reset.
• New Password — Required field for entering the new employee password.

### Reset Password Process

1. Locate the employee in the employee list.
2. Select the Reset Password action.
3. Verify the displayed employee name.
4. Enter the New Password.
5. Select Update.
6. 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

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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.

### ADP Sync Process

1. Locate the employee in the employee list.
2. Select the ADP Sync icon.
3. Review the Sync with ADP confirmation message.
4. Select Yes to continue.
5. Select Cancel to stop the synchronization.
6. 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.

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Employee Information

The information icon displayed next to an employee name can be used to access additional employee information.

Employee information can be used to review the employee record before performing actions such as:

• Reset Password
• Terminate
• Rehire
• ADP Sync
• Status changes

This helps managers verify that the correct employee record is being updated.

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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

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Employee Management Actions Summary

Action	Purpose
**Create**	Creates a new employee record.
**Status Toggle**	Changes the employee between Active and Inactive status.
**Terminate**	Ends the employee's employment and records termination details.
**Rehire**	Returns an eligible terminated employee to active employment.
**Reset Password**	Allows an authorized user to set a new employee password.
**ADP Sync**	Synchronizes employee information with ADP.
**Search**	Finds an employee from the employee list.
**Download**	Downloads the available employee list.
**Filter**	Filters employee records based on available criteria.
**Information**	Provides additional employee information.

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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.