Add your team
How to create employee records and app logins for your technicians and managers, and what to send them so they can sign in.
Adding an employee creates their login at the same time. There is no separate invitation step and no second screen.
Open Employees in the sidebar and click Add Employee.
Fill in the form
Type the Full Name
Required.
Leave Employee Code blank
The next code in your series is shown in the box. Leave it and KaryaFlow uses it. Type your own only if you already have a numbering scheme.
Type the Designation
Required. Technician, Senior Technician, Service Manager — whatever you call the job.
Set the Joining Date
It prorates the first month's salary and skips days before they joined on the slip.
Pick the Role
Technician for a field worker who uses the phone app. Manager for someone who works on the Dashboard.
Fill in the Email and Password
This is the login. Use an email address the person can actually open, because password resets go there. The password must be at least 6 characters.
Fill in the salary, if you handle payroll here
Choose Monthly or Daily under Salary Basis, then enter the amount.
Click Create Employee
A message confirms Employee created successfully.
Email and Password are not marked with a star, but the save fails without them. There is no way to sign in without both.
Give the person a colour
Name Color puts a colour behind that technician's name in the jobs table. On a busy day it is the fastest way to see whose jobs are whose. Pick a different colour for each technician on the same route.
What to send them
Send the technician three things:
- how to get the app — a link, or the name to search for,
- their email address,
- their password.
Tell them to change the password after they sign in. Point them at Install the app and sign in.
Seats
If your plan limits how many people can sign in, a line beside Add Employee shows how many seats are used and how many are free.
At the limit, Add Employee is greyed out and says All … user seats are in use. Mark an employee inactive to free a seat, or ask your KaryaFlow partner for more.
Marking somebody inactive frees their seat and keeps all their records.
After they are created
Open anybody from the list to see their page. It has tabs for Overview, KYC & Documents, Attendance, Collections, Deposits, Incentives, Expenses & Payroll, Advances and Tools.
The Overview tab is where you fix things:
- Profile holds their name, code, designation and department.
- Account Access holds their login. Change their Role, use Reset Password when they forget theirs, and Deactivate when they leave.
- Work Details holds their salary and whether they are available.
- Assigned Zones is where you tick the work sites they may check in at.
Live tracking on that card is read-only. Whether a person appears on your live map is set by your provider. The card tells you which state they are in and to ask your provider to change it.
Set up their work sites
A technician can only check in for attendance while standing inside a site your company has drawn.
Draw the sites first: open Geofences, click Add Geofence Zone, name it, place it on the map and click Create Zone. Then open each technician and tick their sites in the Assigned Zones card.
Skip this and every technician sees Outside Zone and cannot start their day.
Set what each role can do
Once your people are in, go to Settings → Roles & Permissions and go down the Manager and Technician columns.
See Users and roles.