Employees

Overview

Employees are people in your company that will have time tracked against their name on daily reports and/or in timecards. In some cases, an employee may also be an eSUB user, but typically the employee represents a laborer that does not log in to eSUB. If the account is subscribed to the Timecards/Time module, the labor costs from the employee(s) can be tracked in various financial and labor reports.

Employees are one of the “big three” database items in every eSUB account:

• Users – Anyone in your company that will log in to and use eSUB
• Contacts – Anyone, internal or external to your company, that may be addressed in the TO or FROM field on a document
• Employees – Anyone in your company that will have their time tracked in daily reports or timecards
• Depending on the situation, a person may be set up as all three (a user, contact, and an employee) in eSUB

Add employee

A user level of Administrator or higher is required.

1. Go to the Start menu > Settings > Administration
2. Select Add Employee
3. Fill in the required (red) fields
   • Employee No
   • First Name/Last Name
   • Labor Class
4. (Optional) Select Add Employee to New Projects to automatically add the employee to all newly created projects moving forward
5. (Optional) Select Add Employee to Time
6. (Optional) Add the employee to existing projects by selecting the appropriate check-boxes under the Add Employee to Project column
7. Select Save Data

NOTE: eSUB Time employees/users are different from regular employees/users and require additional steps and the purchase of eSUB Time user licenses. Contact your account manager for more information.

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Edit employee

A user level of Administrator or higher is required.

1. Go to the Start menu > Settings > Administration
2. Select Employee Log
3. Select the Edit (pencil) icon on the employee
4. Edit the fields as needed
5. Select Save Data when finished

Employee No

The employee number is a unique, alphanumeric identifier for the employee. If applicable, this should match the identifier for the employee in your payroll software.

Employee name

This is the employee’s first and last name. If applicable, this should match the first/last name identifier for the employee in your payroll software.

Labor Class

Select the appropriate labor class for the employee. Labor classes are managed under the Company Setup area.

Add employee to project(s)

The Add Employee to New Projects setting will automatically add the employee to all newly created projects moving forward. Select the check-box to enable the setting.

The Add Employee to Projects section allows the employee to be added to multiple projects at once. Under the Add Employee to Projects section, locate and select the check-box(es) for the project(s) the employee should be added to.

Add employee to Time

Related article: Create User for eSUB Time

NOTE: eSUB Time employees/users are different from regular employees/users and require additional steps and the purchase of eSUB Time user licenses. Contact your account manager for more information.

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Activate or inactivate employee

Inactive employees will no longer appear on drop-down menus or be able to be used on projects, but the historical data for the employee will remain intact. The inactive employee will no longer be able to be used on projects unless it is made active once again.

A user level of Administrator or higher is required.

1. Go to the Start menu > Settings > Administration
2. Select Employee Log
3. (Optional) Use the Employee Status field to filter the employee log
   • Select Search to apply the filter to the current view
4. Select the Active or Inactive link for the employee under the Status column
   • Select Active to de-activate the employee
   • Select Inactive to re-activate the employee

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Add employee to project(s)

Via administration

Adding employees to projects in this manner is useful if a single employee needs to be added to multiple projects at once.

A user level of Administrator or higher is required.

1. Go to the Start menu > Settings > Administration
2. Select Employee Log
3. Select the Edit (pencil) icon on the employee
4. Select the check-box(es) for the desired projects under the Add Employee to Projects column
   • De-select any check-boxes for projects the employee should be removed from
5. Select Save Data

Via project configuration

A user level of Project Manager or higher is required.

Adding employees to projects in this manner is useful if multiple employees needs to be added to a single project at once.

From the Select Project page:

1. Select the project
2. Go to Project > Configure Project
3. Select Add Employees for Timecards
4. Locate the employee(s) and select the check-box(es) in the Add Employee to Project Column
5. Select Save Data

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Create eSUB Time employee

eSUB Time employees/users are different from regular employees/users and require additional steps and the purchase of eSUB Time user licenses. Contact your account manager for more information.

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Import employees

Multiple employees can be created at one time by using the import function. eSUB will import employees as a courtesy to our subscribers. We highly recommend to send your employee import to Support for importing. Please download and complete the most current Excel template and send to support@esub.com. A notification will be sent once the import is complete.

To go against recommendation and import employees manually, please follow the steps below:

A user level of Executive Administrator is required.

1. Before beginning, ensure the labor classes on the import form exist in the eSUB database
2. Go to the Start menu > Settings > Administration > Company Setup
3. Select Import Employees
4. Select Browse
5. Locate and select the completed Excel template
6. Select Open
7. Select Import File

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