Adding Employees

Adding Employees

Any person who needs access to Janitorial Manager should be added as an Employee.  Employee profiles can store pertinent information about that user and control how they interact with the system.

Adding New Employees	FAQ and Best Practices
Optional Information
Importing Employees
Editing Employees

Adding New Employees

1. From the desktop site, navigate to Employees > Manage Employees.
2. Select + Add New Employee.
3. Add the required information:
   • First and Last Name - The first and last name of the employee.
   • Social Security # - The social security number of the employee.  If a user chooses the 'Forgot Password?' option on JM Connect, the system will ask for the last four digits of this number as a security question.
   • Birth Date - The birth date of the employee.
   • Employee Ref. ID - A digital ID that identifies the employee.  This is sometimes utilized in payroll exports.
   • Job Class - The primary job class of the employee.
   • Status - Part-Time or Full-Time.
   • Status Effective - The date the employee first began employment (typically two weeks after the Hire Date).
   • Hourly Wage - The hourly wage of the employee.  
   • Email Address - The employee's email address.
   • Username - The username that the employee will use to access the system, either through the portal site, JM Connect, or both.
     • This field has a 55-character limit.
   • User Type - Employee or Manager.  This partially determines the level of access they have on JM Connect.
   • Password - The password that the employee will use to log in to the system.  Passwords must be at least 8 characters long and include at least one upper and lowercase letter, number, and special character.
   • User Access - Enabling Web Access allows the user to log in to the portal site, and Mobile Access allows them to log into JM Connect.  If neither are enabled, the employee can still be added but cannot access the system.
4. Select Save to add the new employee.

If some required information is not accessible, we suggest using temporary information.  As an example, you can add 000-00-0000 as the social security number, or use a secure temporary email address instead of the actual address.

Optional Information

Some fields are optional when adding a new employee.  Some fields are feature specific and may not be available in your account.

• Job Title - The name of the employee's position within your company.  This can be used secondary to the Job Class but is not used in any reporting.
• Department - The department that your employee belongs to.  This information is not used in reporting.
• Inspector - This must be enabled if an employee can be added as an Inspector when creating an Inspection.
• Color - The background color for the employee on the Schedule Dashboard and Event Calendar views.
• Reporting Manager - If using Hierarchy, this is the manager this employee reports to.
• JM Timekeeper Ref. ID - The employee's identifier for timekeeping purposes.  This ID is used for certain clock-in methods and appears on many of the timekeeping reports.  Each employee's ID is unique, and should not be shared between employees.
• Legacy ID - This field populates if employees were imported into the system.  Otherwise, it is not used in any reporting.
• Multiple Wages - Enable this option if the employee makes separate wages depending on their job class.
• Face Recognition - Enable this option if you'd like this employee to use facial recognition to clock in.
• Receive Work Order Completion Alert - Enable this option for the employee to receive an email once a billable work order has been completed.
• Notes - A space for any notes regarding the employee.  These notes are not visible from JM Connect.
• Address and Contact Information - The address and contact information of the employee.
• Maintenance Technician (ETS) - Receives notifications for maintenance requests in the Equipment Tracking System (ETS).

Importing Employees

Employees can be imported in bulk using an Excel spreadsheet.

Before importing employees, we suggest reaching out to your Account Manager or contacting Customer Support to review the spreadsheet.

1. Navigate to Employees > Generic Import.
2. Select the Instructions link to download the spreadsheet.
3. Fill out the required information on the spreadsheet.  Avoid leading and trailing spaces.
4. In Janitorial Manager, select Choose File and pick the desired spreadsheet.
5. Select Upload Employee Workbook.
6. On the following screen, the system will show the number of successful or failed lines.

Editing Employees

Some settings are only available once an employee has been added to the system.  Some fields are feature specific and may not be available in your account.

1. Navigate to Employee > Manage Employees.
2. Select the Edit Pencil in the Actions column for the desired employee.
3. Add/edit any information.
4. Select Save to update the employee information.

Additional settings:

Auto Timecard - If enabled, the user's time punches will be created automatically based on their schedule.

PTO Auto Approve - If this user submits a Time Off request through JM Connect, enabling this setting will approve their request automatically.

Employee Picture - A photo of the employee.

Manual Punch - If enabled, the user will be able to select the date and time that they intended to clock in/out on JM Connect.

Location Information - This allows you to mark the employee as Trained on locations.  Employees need to be marked as trained in order to clock in, make requests to/from, or access information for that location on JM Connect.

Notes subtab - This allows you to add notes pertaining to the employee.  These notes are not visible to the employee from JM Connect.

User Settings subtab - Allows you to access the employee's Portal Security and Language settings.

File subtab - This allows you to upload and view files related to the employee.

FAQ and Best Practices

FAQ

Can I add new employees from JM Connect?

No, employees cannot be added from JM Connect.

Why am I getting an error when adding a new employee?

The error will typically describe the issue (missing required field, maximum user subscription, etc.).  If you would like additional help, please reach out to our Customer Support team.

I have an employee who is only paid by the job/flat rate.  Do I have to add an hourly wage?

Yes, Hourly Wage is still a required field.  Flat Rate is added through schedules and will override the hourly wage.

I'm trying to add employees using the import but I received an error.

Imports may be unsuccessful due to missing required fields, leading/trailing spaces, formatting issues, etc.  Your Account Manager or Customer Support representative will be able to review your spreadsheet and help fix any errors.

Best Practices

• Standardizing usernames is useful when keeping credentials organized.  A typical username might be the employee's first initial, last name, and company acronym.  As an example, Jane Doe at Janitorial Manager would be JDoeJM.
• If your employees clean in a team/crew structure, it may be useful to make all employees in the same team have the same Color.
  
• If you are not using the actual social security number of the employee, you can add a fake number.  As long as they know the last four digits, the employee will still be able to utilize the Forgot Password option on JM Connect.  Using a sequence such as 000-00-XXX will suffice.

For more information, or to send in a request to the Janitorial Manager support department, use the red 'Help' button in the bottom right corner of any Help Desk article.