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**Code	Unique employee code assigned to the employee.employee and used to identify the employee within the system.
**Employee Name**Name	Employee'Displays the employee's full name. Selecting the information icon provides additional employeedetails information.about the employee.
**User Role**Role	RoleDisplays the system role assigned to the employeeemployee, thatwhich determines their systemaccess accesslevel and available permissions.
**Contact**Contact	Primary phone number associated with the employee.employee for contact and communication purposes.
**Email**Email	Employee's registered email address.address used for communication and applicable system notifications.
**Gender**Gender	Gender information recorded in the employeeemployee's profile.
**Status**Status	Displays whether the employeeemployee's iscurrent currentlyemployment **Active**status, such as Active or **Inactive**Inactive.
**Reset Password**Password	Allows an authorized user to reset the employee's password.system login password when required.
**Action**Action	Provides employee lifecycle actions such as **Terminate** or **Rehire**, based on the employee's current status and rehireeligibility, eligibility.such as Terminate or Rehire.
**ADP Sync**Sync	Allows employeethe employee's information to be synchronized with the connected ADP payroll system.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	Property where the employee is assigned and works.
**Employee Code**Code	Unique code used to identify the employee within the system.
**User Role**Role	Defines the employee's system role and determines the permissions and features available to the employee.
**Department**Department	Department to which the employee is assigned, such as Housekeeping, Front Desk, Maintenance, or Food & Beverage.
**Hire Date**Date	Date on which the employee officially started employment with the property.
**Employee Group**Group	Defines the employee group used to determine applicable policies and rules, such as leave policies.policies, attendance policies, and other employee-specific settings.
**Employment Type**Type	Defines the employee's employment classification, such as **W-2 Employee**Employee, **Contract Employee**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.

Contact**

Field	Description
**First Name**Name	Employee's first name.
**Middle Name**Name	Employee's middle name, if applicable.
**Last Name**Name	Employee's last name.
**Gender**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**Birth	Employee's date of birth.
**Email**Contact	Employee's primary email address.
**Phone Number**	Employee's primary contact phone number.
**EmergencyEmail	EmergencyEmployee's contactprimary informationemail foraddress. the employee, where applicable.

The personalemail informationaddress is used for system login and to maintainsend the employee's profilewelcome email and contactpassword records.

after

Personalthe Detailsemployee Screenshot

is ---

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.

integration. room-relatedwork.

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**ID	Employee associate identifier used for payroll orand external system integration.This field is displayed only when ADP configuration is enabled for the property.
**Payroll File No**No	Payroll file number or employee payroll reference number.number used for payroll processing.This field is displayed only when ADP configuration is enabled for the property.
**PayrollPay Group**Cycle	PayrollDefines the employee's payroll cycle, such as weekly or biweekly, based on the payroll configuration.
Pay Group	Defines the payroll group assignedto towhich the employee.employee belongs
**PayOnboarding Cycle**Template	Pay cycle assigned toDefines the employee.
**ADP Template**	ADPonboarding template used when creating or onboarding the employee. This field is displayed only when ADP configuration is enabled for employeethe payrollproperty.
**Payroll Type**Type	Defines how the employee is paid,paid. suchAvailable asoptions **Hourly**include Salary, **Salaried**Hourly, orand **Pay By Room**Room.
**Hourly Wage**	HourlyPay wage assigned to an hourly employee.
**Salary**	Salary assigned to a salaried employee.
**PerBy Room Rate**	Rateis assignedtypically whenused thefor employeecontract-based ishousekeeping employees who are paid based on roomscompleted orrooms.
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.

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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:

• Employee ID
• Passcode
• Associate ID
• Payroll File No
• PayrollPay Group
• Pay Cycle
• ADPOnboarding Template
• Payroll Type
• Salary
• Hourly Wage

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:

• Employee ID
• Passcode
• Associate ID
• Payroll File No
• PayrollPay Group
• Pay Cycle
• ADPOnboarding 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:

• Employee ID
• Passcode
• Associate ID
• Payroll File No
• PayrollPay Group
• Pay Cycle
• ADPOnboarding Template
• Payroll Type
• Pay 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.

associated

Field	Description
**Google Location**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.
**Latitude**Street Address	GeographicAutomatically 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 location.Google Location.
**Longitude**	Geographic longitude

with

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.**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
**DocumentProfile Type**Picture	TypeEmployee'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 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 within the employee record.

Identity documentsSSN shouldImage beImage enteredof accuratelythe employee's Social Security Number (SSN) document maintained for employee identification and maintainedapplicable accordingpayroll 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 property'semployee document-managementwhen face login is enabled.

Note: The SSN Image and complianceFacial requirements.Image are used for system-related purposes. The Facial Image is specifically used for face login and facial authentication.

Identity Document Screenshot

 

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Create Employee Actions

After entering the required employee information, the following actions are available:

Action	Description
**Save**Save	Saves the employee record with the entered information.
**Save & Add New**New	Saves the current employee record and opens a new employee creation form.
**Reset**Reset	Clears the entered information and resets the form.form to its initial state.

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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

termination.

Field	Description
**Termination Date**Date	Date on which the employee's employment is terminated.
**Termination Type**Type	Defines the type or classification of termination.
**Rehire Eligible**Eligible	DeterminesIndicates whether the employee canis beeligible rehiredfor rehire in the future.
**Reason**Reason	Required reason for terminating the employeeemployee.
Notes
**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.

### 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	Date on which the employee will beis rehired.
**Reason**Reason	Required reason for rehiring the employee.
**Notes**Notes	Optional additional information aboutrelated to the employee's 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.