How to Add a New Employee
Adding employees to AccuArk is straightforward. This guide covers every field on the Add Employee form and tips for getting new hires set up quickly.
Opening the Form
Navigate to Employees > Add New from the main menu. The employee form opens with several sections you can fill in.
Required Fields
Every employee record needs the following at minimum:
- First Name and Last Name ÔÇö The employee's legal name
- Email Address ÔÇö Used for system notifications and account recovery
- Username ÔÇö The employee will use this to log in to AccuArk
- Password ÔÇö Set a temporary password; the system will prompt the employee to change it on first login
Employment Details
Employment Type
Select the employment classification from the dropdown:
- Full-Time ÔÇö Standard full-time employees
- Part-Time ÔÇö Employees working reduced hours
- Contract ÔÇö Fixed-term or project-based workers
- Seasonal ÔÇö Temporary workers for peak periods
- Intern ÔÇö Interns and trainees
Department and Position
Assign a department and position to the employee. These are managed under Employees > Departments and Employees > Positions. If you have not created departments or positions yet, you can leave these blank and update the employee record later.
Default Location
Select the primary location where the employee works. This determines where they can clock in and which location's data they see by default. You can grant access to additional locations from the employee's Location Access tab after saving.
Role Assignment
Every employee must be assigned one of the five built-in roles:
| Role | Purpose |
|---|---|
| Super Admin | Full system access, bypasses all permission checks |
| Location Admin | Manages all operations at assigned locations |
| Manager | Approves time off and timecards, manages direct reports |
| Employee | Self-service access, POS, and time clock |
| Accountant | Financial and payroll access across locations |
Choose the role that matches the employee's responsibilities. You can change it later from the employee's profile.
Optional Fields
The following fields are not required but are helpful to fill in when available:
- Phone Number ÔÇö Primary contact number
- Address ÔÇö Street, city, state, and zip code
- Date of Birth ÔÇö Used for records and reporting
- SSN ÔÇö Encrypted at rest using AES-128; only users with salary permissions can view it
- Clock PIN ÔÇö A numeric PIN the employee enters when clocking in or out at the time clock
- Emergency Contacts ÔÇö Add one or more contacts with name, phone, and relationship
- Compensation ÔÇö Set hourly rate or salary amount; this populates salary records automatically
- Reports To ÔÇö Select the employee's direct supervisor; this controls who receives their time-off requests and timecard approvals
Tips
- Start simple ÔÇö You only need the required fields to create the record. Come back and add compensation, benefits, and deductions later.
- Set Reports To early ÔÇö The Reports To field drives the approval chain for time-off requests and timecard reviews. Setting it during onboarding avoids approval routing issues later.
- Temporary passwords ÔÇö The system marks the initial password as temporary and forces the employee to change it on first login, so there is no need to create a complex password during setup.