Adding Employees In Evotime

In Evotime, you can add employees in two ways:

1. Manually through the software
2. Importing them via a CSV file

Employees must be added to both the Clocking terminal and the Evotime software separately, ensuring they share the same Clocking ID in both systems.

---

1. Adding Employees to Clocks

You can add employees to the Clocking terminal before or after adding them to the software—there’s no required order.

For instructions on using the menus on clocking machines, visit the "Clocking Machines" section of the knowledge base. The most commonly used terminals with Evotime are the A103/CS103 and A124/CS124, with setup guides available below.

Setting up the A103F Biometric Terminal

• If adding employees to the clock first, keep track of their Clocking ID to enter it into the software later.
• If they are already in the software, ensure you use the same Clocking ID when prompted by the terminal.

---

2. Manually Adding employees 

To manually add an employee:

1. Navigate to Workforce → Employee List.
2. Click the "Add New" button in the top-right corner.
3. Fill in the employee’s details across three sections:

Work Details

• First Name (Required) – Employee’s first name.
• Surname (Required) – Employee’s last name.
• Employee ID (Required) – A unique ID for the employee in Evotime.
• Clocking ID (Required) – The ID the employee will use at the clocking terminal.
• Payroll Number (Required) – The ID used for payroll software.
• Pay Period (Required) – Defines the timesheet default date range and overtime rules.
• Shift Pattern (Optional) – Determines how breaks, overtime, rounding, and lateness are calculated.
• Company, Branch, Department (Optional) – Used for filtering employees.

Personal Details (All Optional)

These fields store personal information but do not affect system functionality:

• Email
• Phone Number
• Date of Birth
• Address (Line 1 & 2)
• Town/City
• County
• Country
• Postcode

Leave Allowance

Evotime tracks employee absences and entitlements through Leave Allowance.

• Entitlements (set in hours or days) are created in the Absence Settings page.
• Once set, they can be assigned to employees under the Leave Allowance tab.
• You can define the start date, end date, and total allowance.
• Employee leave allowances are visible on the calendar by clicking on their nametag.

---

3. Importing/Export employees via CSV

For a quicker but less detailed method, you can import employees using a CSV file.

To ensure you use the correct format:

1. Manually add one employee in the software.
2. Click Actions → Export Employees to generate a template.
3. Fill in the CSV file with employee details.
4. Click Actions → Import Employees to upload the data.

Next Article