02: Adding an Employee

To add an employee, click Employees along the left, then click Add Employee. This opens the Invite Employee window.

Enter the employee’s first and last name, and optional middle initial. A phone number is optional, but required if the employee will be using time tracking. An email address is also optional but if entered, we will email a copy of the employee’s paycheck after each pay period. Note that email addresses are required for Manager and Supervisor roles; roles are described a bit farther on.

Pay Rate and Rate Type are required, in which you can enter either an hourly rate or annual salary. The Not on Payroll option, available for managers only, can be used for an owner who is not drawing a salary or a bookkeeper who is accessing your account.

Role is also a required field, with options of Employee, Supervisor, and Manager. 

• A manager has full access to the entire system. 
• A supervisor can adjust shifts and run payroll. 
• Employees can only view their own profile information. 

The last field is Employment Type. By default, the employee will be listed as W-2, but you can switch to 1099 Contractor. If there are HR documents published for either type of employee, or both types, those documents will appear at the bottom of the window. Select the documents you want the new hire to complete and/or sign as part of their onboarding process.

If the employee will be using time tracking, or receiving emailed paychecks, or simply wants to view their profile, paycheck history, direct deposit info, etc., click Save & Invite. The account invitation will be sent via text and/or email, and will include a link to download the Hourly app, which is available in English and Spanish. If the employee does not need to use time tracking or view their profile, or if you want to invite the employee at a later time, click Save.

 Note: If your employee updates their own direct deposit information, it’s worth checking that they actually made the change before you run payroll.  

The process is almost finished! Use the search field to find the new employee, and click any field to edit employee details. 

On the Employee Information tab, there are many optional fields you can complete, such as profile picture, gender, and more. But several items are required, so that payroll can be processed for the employee. These fields are marked with a red warning icon. First, fill in the employee’s date of birth, then home address which must be located in California. If their mailing address is different, specify that as well.

Then scroll down to the Payroll section and enter the employee's hire date.

Remaining in the Payroll section, if the employee is a 1099 contractor, choose whether to enter their SSN or EIN, then fill in that number. For a W-2 employee, enter their SSN, then click in the Tax Info field.

In the Federal tab for the W-2 employee, choose their Filing Status. For the Box 2C field, answer Yes if the employee holds more than one job at a time, or is married and filing jointly, and their spouse also works. You can also complete optional fields regarding dependents, other income, deductions, and other withholdings.

Open the State tab, fill out fields including Filing Status and Allowances.

Click Save, and the employee’s tax information is complete.

 To edit employee details, simply find the employee, make the changes, and save.

After an employee has been invited to Hourly, if their invitation includes HR documents, DocuSign access to each document will be provided in a separate email. The employee can open each email, click to review, fill in fields and/or sign as requested.