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 CodeCode**	Unique employee code assigned to the employee and used to identify the employee within the system.
**Employee NameName**	Displays the employee's full name. Selecting the information icon provides additional details about the employee.
**User RoleRole**	Displays the system role assigned to the employee, which determines their access level and available permissions.
Contact**Contact**	Primary phone number associated with the employee for contact and communication purposes.
Email**Email**	Employee's registered email address used for communication and applicable system notifications.
Gender**Gender**	Gender information recorded in the employee's profile.
Status**Status**	Displays the employee's current employment status, such as Active**Active** or Inactive**Inactive**.
**Reset PasswordPassword**	Allows an authorized user to reset the employee's system login password when required.
Action**Action**	Provides employee lifecycle actions based on the employee's current status and eligibility, such as Terminate**Terminate** or Rehire**Rehire**.
**ADP SyncSync**	Allows the employee's information to be synchronized with the connected **ADP payroll systemsystem**.

• 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 CodeCode**	Unique code used to identify the employee within the system.
**User RoleRole**	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 DateDate**	Date on which the employee officially started employment with the property.
**Employee GroupGroup**	Defines the employee group used to determine applicable policies and rules, such as leave policies, attendance policies, and other employee-specific settings.
**Employment TypeType**	Defines the employee's employment classification, such as **W-2 EmployeeEmployee**, **Contract EmployeeEmployee**, 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.

Field	Description
**First NameName**	Employee's first name.
**Middle NameName**	Employee's middle name, if applicable.
**Last NameName**	Employee's last name.
Gender**Gender**	Employee's gender.
SSN**SSN**	Employee's Social Security Number (SSN) used for employee identification and applicable payroll requirements.
**Confirm SSNSSN**	Confirms the Social Security Number entered in the SSN field to ensure both values match.
**Date of BirthBirth**	Employee's date of birth.
Contact**Contact**	Employee's primary contact phone number.
Email**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 IDID**	Unique employee identifier used by the employee to log in to the **iHospitality HubHub**.
Passcode**Passcode**	Employee passcode used together with the Employee ID to authenticate and log in to the **iHospitality HubHub**.
**Associate IDID**	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 NoNo**	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 CycleCycle**	Defines the employee's payroll cycle, such as weekly or biweekly, based on the payroll configuration.
**Pay GroupGroup**	Defines the payroll group to which the employee belongs
**Onboarding TemplateTemplate**	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 TypeType**	Defines how the employee is paid. Available options include Salary**Salary**, Hourly**Hourly**, and **Pay By RoomRoom**. Pay By Room is typically used for contract-based housekeeping employees who are paid based on completed rooms.
Salary**Salary**	Defines the employee's salary when **Payroll TypeType** is set to Salary**Salary**.
**Hourly WageWage**	Defines the employee's hourly wage when **Payroll TypeType** is set to Hourly**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 RateRate**	Defines the rate paid for each completed room when **Payroll TypeType** is set to **Pay By RoomRoom**. 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
• 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.

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.

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.

Field	Description
**Google LocationLocation**	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 AddressAddress**	Automatically populated based on the location selected through Google Location search.
City**City**	Automatically populated based on the selected Google Location.
State**State**	Automatically populated based on the selected Google Location.
Latitude**Latitude**	Automatically populated with the geographic latitude of the selected location.
Longitude**Longitude**	Automatically populated with the geographic longitude of the selected location.
**Zip CodeCode**	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.

Field	Description
**Profile PicturePicture**	Employee's profile image used to identify the employee within the system.
**Driving License ImageImage**	Image of the employee's driving license maintained as an identification document in the employee record.
**SSN ImageImage**	Image of the employee's Social Security Number (SSN) document maintained for employee identification and applicable payroll requirements.
**Facial ImageImage**	Employee facial image used for **face loginlogin**. 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**Save**	Saves the employee record with the entered information.
**Save & Add NewNew**	Saves the current employee record and opens a new employee creation form.
Reset**Reset**	Clears the entered information and resets the form to its initial state.

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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.

**Step 1 - Select Terminate
Terminate** From the employee list, click the Terminate**Terminate** action for the employee you want to terminate.

**Step 2 - Complete Termination Form
Form** Enter the termination date, termination type, rehire eligibility, reason, and optional notes.

Termination Information

Field	Description
**Termination DateDate**	Date on which the employee's employment is terminated.
**Termination TypeType**	Defines the type or classification of termination.
**Rehire EligibleEligible**	Indicates whether the employee is eligible for rehire in the future.
Reason**Reason**	Required reason for terminating the employee.
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.

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.

**Step 1 - Select Rehire
Rehire** From the employee list, click the Rehire**Rehire** action for the terminated employee you want to rehire.

**Step 2 - Complete Rehire
Rehire** Review the employee rehire details and complete the rehire process to reactivate the employee.

Rehire Information

Field	Description
**Rehire DateDate**	Date on which the employee is rehired.
Reason**Reason**	Required reason for rehiring the employee.
Notes**Notes**	Optional additional information related to the employee's rehire.

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.

![Step 1 - Select Employee and Reset Password
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)