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How to Manage Workers

Complete guide to adding, managing, and organizing your workforce for payroll processing

What This Feature Does

The Workers feature allows you to maintain a comprehensive database of your workforce, including employees, contractors, and temporary workers. This centralized system ensures accurate payroll processing, proper rate assignment, and seamless integration with timesheets and other payroll functions.

Initial Setup

First-Time Configuration

  1. Navigate to "Pay Rates" in the left sidebar under the "Project Management" section
  2. Click on the "Workers" tab (third tab from the left)
  3. You'll see the workers management interface with:
    • A search bar to find workers by name, email, or employee ID
    • An "Add Worker" button to create new worker records
    • A filter button to narrow down the worker list
    • A loading state initially while data is fetched
  4. Click "Add Worker" to manually create your first worker record
  5. Alternatively, if you have Assignar integration enabled, workers will automatically sync from Assignar Operations

Required Information

Before adding workers, gather:

  • Full legal names (first name and last name)
  • Email addresses for communication
  • Employee or contractor ID numbers
  • Employment type classifications
  • Contact information (phone numbers, addresses)
  • Emergency contact details

Day-to-Day Usage

Accessing the Workers Interface

  1. Go to "Pay Rates" in the left sidebar (under "Project Management")
  2. Click on the "Workers" tab
  3. The interface displays:
    • Search bar: "Search by name, email, or employee ID..."
    • Filter button: To refine the worker list
    • Add Worker button: Create new worker records (may be disabled in demo mode)
    • Worker list: Shows all workers with their details

How to Add Workers Manually

  1. On the Workers tab, click "Add Worker" button
  2. Fill in the worker details:
    • First Name: Worker's given name (required)
    • Last Name: Worker's family name (required)
    • Email: Primary email address
    • Worker ID: Unique identifier (optional)
    • Employment Type: Select from your employment type list
  3. Click "Create" to create the record
  4. The worker will appear in the list and be available for timesheet assignment

How to Import Workers from Assignar

If you have Assignar integration enabled:

  1. An "Import from Assignar" button will appear next to the "Add Worker" button
  2. Click "Import from Assignar" to open the import dialog
  3. Select the workers you want to import from Assignar Operations
  4. Click "Import" to bring the selected workers into Assignar Pay
  5. Imported workers will show "Assignar" as their source in the workers list

Worker Actions

From the three-dot menu on each worker row, you can:

  • Manage Pay Rates: Opens the pay rate configuration for the selected worker
  • Delete: Removes the worker record (cannot delete workers with active timesheet assignments)

Note: Editing worker details directly is not currently supported. To update worker information for Assignar-imported workers, make the changes in Assignar Operations.

How to Search and Filter Workers

  1. Use the search box at the top of the Workers tab
  2. Type to search by:
    • Worker's first or last name
    • Email address
    • Employee ID number
  3. The list updates automatically as you type
  4. Click the filter button to access additional filtering options:
    • Filter by employment type
    • Filter by source (Assignar vs manually added)
    • Filter by active/inactive status
  5. Clear filters to see the complete list again

Understanding the Workers List

When workers are displayed, you'll see:

  • Worker name: Full name of the worker
  • Email: Contact email address
  • Employee ID: Unique identifier
  • Employment Type: Classification (Full-Time, Part-Time, etc.)
  • Source: Whether from Assignar or manually added
  • Action buttons: Edit or delete options (if you have permissions)

Managing Worker Records

Deactivating Workers

  1. Locate the worker you want to deactivate
  2. Click the delete/archive icon
  3. Confirm the deactivation
  4. The worker record is preserved but marked as inactive
  5. Inactive workers don't appear in active worker lists but remain in historical data

Restoring Deactivated Workers

  1. Change the status filter to show "Deleted" or "Inactive" workers
  2. Find the worker you want to restore
  3. Click the restore icon
  4. Confirm the restoration
  5. The worker becomes active again and available for new timesheets

Bulk Operations

  1. Select multiple workers using the checkboxes next to their names
  2. A toolbar appears showing the number of workers selected with:
    • Delete: Delete all selected workers at once
    • Clear Selection: Deselect all workers

How Pay Rates Work for Workers

Automatic Rate Application (EBA)

By default, pay rates are automatically applied to workers during payroll processing based on the EBA (Enterprise Bargaining Agreement) and the worker's employment type via the Tree Template matching system.

Worker-Specific Rate Overrides

You can assign specific pay rates directly to a worker's profile:

  1. Find the worker in the list
  2. Click the three-dot menu and select "Manage Pay Rates"
  3. Configure the pay rates for the worker

When a worker has pay rates on their profile, payroll processing will use the worker's profile rate instead of the EBA rate whenever there is a matching cost code between the worker's rates and the EBA.

What's Next

After setting up workers, you may want to: