Rosters, PINS, Permission, & Access

Here is an overview of Team Roster, PINs, Wages, and Team Permissions/Access Levels.

Homebase allows you to manage and store your team's information for easy access. Here you will learn how to manage your roster, team profiles, and permissions, as well as understand what your employee's can and cannot do in Homebase.

In this article you will learn:

• Adding/editing basic employee information
• How to invite your employees to Homebase
• How employee's use Homebase
• How to control the permissions/access of who can make changes to your account
• Managing employee PIN numbers and locations for clocking in/out
• How to apply wages & roles
• How to use manager facing employee notes
• Terminating employees and adding back terminated employees

 

Adding/editing basic employee information

Homebase is your source of truth when it comes to your employee's contact information, addresses, birthdays, emergency contacts, and certifications.

**To add employees through one of our integrated POS or Payroll partners, please click our Integrated Partners Support Article here.

To add a new employee from a computer, please follow the steps below:

1. Select the Team tab in the top navigation bar.
2. Click Add in the upper right corner.
3. Select Add to team directly.
4. Enter your employees’ names, emails, phone numbers, and wages.
5. When adding a new employee, be sure to check "Invite to App"check box so they may view schedules, clock in/out, message the team, and more.
6. If you don’t wish to enter employee's one by one, click Bulk Add Team Members via CSV/Excel instead? to download our CSV template and upload it with your employee info. You must enter employee information in the format of the template. If you change the formatting of the template, our system will not be able to read the information, and the file will not upload.

To edit basic employee information from a computer follow the steps below:

1. Select Team in the top navigation bar.
2. Select the employee name you’d like to edit.
3. You can edit:
• Name
• Email
• Phone
• Birthday
• Emergency Contact

Note: You won’t be able to change an employee’s email address or phone number if they are associated with another Homebase account. They must edit their own. If the employee has entered the wrong email address or phone number, please have them sign in to their Homebase account from the mobile app or a computer and have them update their email in Settings > Basic Info. They can also contact our customer support team.

 

How to invite your employee's to use Homebase

Easily invite your team to get the mobile app and start using Homebase in order to view schedules, clock in and out, message the team, cover/trade shifts, get shift reminders to show up on time, and view their own hours worked.

To invite your employee's to use Homebase, please follow the steps below:

1. Click Team > Roster on the top navigation bar.
2. Ensure the employee's phone number and email are correct.
3. Click "Invite" or "Resend invite" to send them a link via email and text to get the free app and sign in.
4. If the employee has the app or has signed into their account on the web, you'll see a green "Signed In" message across from their name on the Team Roster page.

Note: When employee's receive the email or text to sign in to their account, we ask them to create a password. Then your employee's will be able to sign in to their account by using their email and password or phone number. 

 

How employee's use Homebase

 Employee's are able to use Homebase on the free mobile app and from a computer. They can sign in using either their email and password or phone number. Once an employee is signed in, they are able to do the following:

• View published schedules
• Clock in/out using the mobile time clock (only if the mobile time clock setting is turned on in the account by the owner or a manager)
• Message the entire team and individuals on the team using our messenger
• Pick up open shifts, cover shifts, and trade shifts
• Submit time off requests and availability changes
• Edit their own name and contact information
• View their own hours worked and gross wages (only if a wage is entered in)
• Receive push notifications about published schedules, shift reminders, new messages, approved time off requests, and cover/trade confirmations.

Below are things your employees are not able to do:

• Make changes to the schedule
• View other team members time cards/hours worked
• View other team members wage rates
• View other team members contact information (email and phone)
• View company sales
• Make any type of account-wide settings changes

 

How to control the permissions/access of who can make changes in your account

After adding an employee, you can change their permission level/access level to a Manager or General Manager on our Essentials and Plus Plans. Once subscribed to the correct plan, you can have as many Managers or General Managers as you need.

Giving someone Manager or General Manager permissions means they can do things like create and publish schedules, edit employee clock in/out times, edit employee profile information, turn on and off features and settings on the Settings page, etc.

To control which aspects of Homebase you would like managers and general managers to have, please follow the steps below:

1. Select "Settings" in the top navigation bar.
2. Select "Team Permissions" from the navigation bar on the left.
3. Notice the different permission levels at the top (Owner, General Manager, Manager, Employee)
4. Check or uncheck the boxes corresponding with your desired permissions for each level.
5. Click "Save Changes" in the top right corner.

Note: Owners will always have access to everything in the account. Their permissions cannot be taken away. Employees will never have access to any of the permission listed on this page. You cannot give an employee any of these permissions.

To change the permission level/access level of an employee to manager or general manager, please follow the steps below:

1. Select the Team tab in the top navigation bar.
2. Click an employee’s name to access their profile.
3. Select the Locations & PINs tab.
4. Under Permission Level, select the preferred permission tier for this employee.
5. Click Save Changes in the upper right corner of the screen.

 

Managing employee PIN numbers and locations for clocking in and out

After adding an employee, Homebase automatically generates a 6-digit PIN in the employee's profile. Your employee will use this PIN to clock in and out on our Tablet/POS Time Clock app and our Web time clock app. 

Note: Your employee's do not need PIN numbers when clocking in/out using our Mobile Time Clock app on their phones.

You are able to view and customize their PINs by following the instructions below.

1. Navigate to the Team Roster
2. Click on the employee name whose PIN you'd like to update
3. Select the "Locations & PINs" tab
4. Click into the box labelled PIN and update the number - the PIN must be a 6 digit number.  (We recommend using employee birth dates or another number that will be easy for them to remember when clocking in and out.)
5. Save changes by clicking the button in the upper right corner
6. Your employee will now be able to clock in and out on the Tablet or Web Time Clock using that PIN!

Note: Your employee's can also view their own PINs by signing in to the mobile app, tapping the Menu/More button on the bottom right corner, then viewing their PIN on the bottom of the menu that opens up.

Note: PINs must be 6 digits long. If you would like them to be 4 digits instead, please email support at help@joinhomebase.com.

For accounts with multiple locations: on this same page, you are able to "turn on" additional locations for your employees and apply the same PIN across all locations, making it easier for your employees to remember their PINs.

The Locations & PINs tab also allows you to:

• Add/Remove employees from locations
• Change Permission Levels
• Enter in a Payroll ID for running payroll
• Enter a Hire date
• Hide or show employees on the schedule
• Exclude/include employees from location alerts
• Give employees eligibility for requesting to take open shifts 

 

How to apply wages and roles

Easily apply wages & roles to your team members for easier scheduling, and the ability to forecast and view labor costs in real time.

Note: Assigned roles are visible to the entire team. Assigned wages are visible only to the individual employees the wage is assigned to, the account owner, and any managers/general managers with the team permissions turned on. 

To add a role and wage to an employee, please follow the steps below:

1. Navigate to the Team roster.
2. Select the employee you wish to add a role and/or wage.
3. Select the "Wages & Roles" tab
4. Select hourly or salary, type in the wage, and either select a role from the Homebase curated list or type in your own custom role.
5. Click Save Changes
6. On our Plus Plan, you will be able to assign multiple roles and wage rates to team members who work more than one role.

Now, when you schedule your employees, you will be able to take advantage of more Plus Plan features! Schedule them using our Department and Roles feature, and forecast your labor costs with more accuracy.

Note: You will also be able to view a change in wage rates, known as our "wage rate history" feature. This allows you to better track raises and promotions.

 

How to use manager facing employee notes

In each employee profile, there is section called "notes". Notes allow managers to to communicate internally about a specific employee, and can be used in a variety of ways. It could be used as an incident report in case something happens on the job, as a reminder tool for special events, or a log for disciplinary action in case an employee has been warned about being late on the job.

To add a manager facing note to an employee profile, please follow the steps below:

1. Navigate to the Team roster
2. Select the employee you would like to add a note to
3. Select the "Notes" tab in the employee profile
4. Add a note. Other managers will be able to view the note, employees will not.

 

Terminating employees and adding back terminated employees

Easily remove/deactivate employees from your team by terminating their profiles. This can be used for those who no longer work at your company, are furloughed, suspended, or even seasonal. Their information is still stored in Homebase, and their profiles can still be viewed and brought back to an "active" status by rehiring them at any time.

To terminate an employee, please follow the steps below:

1. Select the Team tab in the top navigation bar.
2. Select the employee that you wish to terminate.
3. Click Terminate.
4. Enter the reason for termination, any notes, and choose whether they are eligible for rehire. (Even if you select "not eligible for re-hire", you will still be able to re-hire them later if you choose.) 
5. Click Terminate.

Note: Once an employee is terminated, they will no longer appear on the schedule and all of their assigned shifts will become open shifts. The employee will also no longer have access to messaging or scheduling, and will only be able to view their time cards/ history of hours worked.

To re-hire an employee, please follow the steps below:

1. Select the Team tab in the top navigation bar.
2. Check "on" the box in the upper left corner next to "Show Terminated"
3. Search for the employee you'd like to re-hire.
4. Click on the employee you'd like to re-hire. Notice: the employee name is grayed out, but is still clickable.
5. Select Re-hire
6. Your employee is now back on the team, and you will be able to quickly onboard them again!