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

Three places in the employee profile decide how that person behaves in the schedule: the "Work schedule" page (whether they are scheduled at all and what they see of their co-workers' schedules), the "Time tracking" page (whether they are required to record their hours and what identifiers they use) and the "Group" section on the "Personal information" page (which 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 these pages

In the menu on the left click Team (the ORGANISATION group).
On the employee list click the options icon (three dots) next to the person you want and choose "Details" (you can also click the pencil icon).
In the settings panel on the left pick "Work schedule" (the SCHEDULE AND REQUESTS group) or "Time tracking" (the TIME TRACKING group). The group is set on the first page, "Personal information".

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" page

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

The Work schedule page 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 "Time tracking" page

The "Time tracking" page covers the time recording of that employee — whether it is compulsory and which identifiers they use at the kiosk. The whole page is available only in licence plans with the time tracking feature; without it, it does not appear in the panel.

Required use of RCP

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

Identifiers

The "Identifiers" section gathers everything the employee logs in to the kiosk with:

Card — a proximity card; use "Assign new card" to link one.
Fingerprint — enrolled at the kiosk itself, not from here.
Kiosk PIN — the employee's individual code. "Generate random" draws a new one.

Under the section there is an "Event log" with the operations performed on the identifiers, who authorised them and when.

The Time tracking page with the identifiers and the event log

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 — at the bottom of the "Personal information" page — 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: 08/09/2026

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