Articles on: Team management

Configuring an employee’s schedule, time tracking and group settings

The "Settings" tab in the employee profile decides how that person behaves in the schedule: whether they are scheduled at all, what they see of their co-workers' schedules, whether they are required to track their working time, and which group (crew) they belong to. That lets you match the visibility and the working mode of every employee to what the organisation needs.

Remember: These settings are configured by the Organisation Administrator, the Advisor and the Location Manager — the roles that manage the team list.

How to open the "Settings" tab

Go to the "Team" tab.
On the employee list click the options icon (three dots) next to the person you want and choose "Edit" (you can also click the pencil icon).
In the menu on the left pick the "Settings" tab.

You save all changes with the "Save" button in the action bar at the top — it only becomes active once you change something. Next to it there is a "Unsaved changes" / "No changes to save" indicator and a "Revert changes" button, which restores the last saved state.

The "Work schedule" section

This section sets the employee's presence in the schedule and how much they see of other people's schedules.

The "Work schedule" section with the visibility and schedule presence fields

Disabled in work schedule

The "Disabled in work schedule" field works the other way round from its name and decides whether the employee takes part in schedule planning.

Cleared — the employee is active in the schedule and appears when it is being laid out.
Ticked — the employee is excluded from the planned schedule and is not visible while it is being created. The "Hidden in locations" and "View-only locations" fields become inactive then.

Hidden in locations

The "Hidden in locations" field is a list of locations in which the employee will not appear in the schedule. Pick the locations they are to be hidden in — in the rest they will be scheduled normally.

Visibility of co-workers' schedules

The "Visibility of co-workers schedules" field sets how much the employee sees of other people's schedules. There are three options:

Full visibility — the employee sees the whole work schedule.
Same position only — the employee only sees the people in the same position as themselves.
No visibility — the employee sees only their own schedule with their own shifts.

View-only locations

The "View-only locations" field lets you share the schedules of selected locations with the employee in read-only mode. The employee will see those schedules but will not appear in them as somebody being scheduled — nor do they have the right to edit, create shifts or change settings.

Remember: The field is not visible for the Organisation Administrator and Advisor roles, because those roles see every location anyway. If a view-only location is later assigned to the employee as their main or an additional one, the system removes it from the view-only list automatically and shows a notification about it.

The "RCP" section

The RCP section covers the time tracking of that employee — whether reporting is required and their individual KIOSK login code. The whole section (including the PIN code) is available only in licence plans with the time tracking feature; without it, it does not appear in the tab.

Required use of RCP

Tick the "Required use of RCP" field if you want the employee to be obliged to track their working hours.

KIOSK PIN code

The "KIOSK PIN code" field shows the employee's current individual PIN for logging in through the KIOSK. To set a new one, click "Generate new" and confirm the operation in the "Generate a new PIN" window.

Caution: Generating a new PIN permanently replaces the previous one. The employee will need the new code in order to log in through the KIOSK.

More about time records in Work time records – getting started.

The "Group" section

The "Group" section assigns the employee to a group (crew) defined in their main location. The members of one group are scheduled together — they appear side by side in the schedule and you create shifts for the whole team at once.

In the "Assigned group" field pick a group from the list or leave "— No group". Only the groups defined in the employee's main location are available.

Remember: If there is no group in the employee's main location, the field is disabled with the message "No groups defined.". Groups are created in the location settings — see Crew groups in a location.

The employee's work system (for example the equivalent or the weekend one) is configured in a separate tab — described in Setting the work system and working time norms.

Updated on: 09/08/2026

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