Adding and Managing Employees

Overview

This article provides guidance on how to add employees to the system, either manually or through an import process. It outlines the required fields and best practices to ensure accurate employee records, including profile information, contact details, employment status, crafts and classes, project assignments, fringe benefits, and deductions. The goal is to help organizations maintain complete and compliant employee records for reporting, payroll, and operational purposes.

Steps

There are two ways to get your employees in the system. You can enter them manually or you can import them. 

Adding Employees Manually

  1. From the Getting Started section of the dashboard, click Click Here next to Step 7 Employees Plans Added. Or from the Setup tab, select My Employees under Certified Reports. 
Select My Employees under Certified Reports to manage employee records for the organization.

 

  1. Click on +Add an Employee. If you are editing existing employees you will see the pencil icon on the row of the employee name, select that to edit. Click the folder icon to add documents.  
Employee management page listing workers with options to Import Employees or Add an Employee.
  1. From the Profile tab, complete all required fields as listed below. 
    • Under the Profile section, enter their 

      • First Name: Enter the employee’s legal first name as it appears on official records.

      • Last Name: Enter the employee’s legal last name. Ensure spelling matches official documents.

      • Ethnicity: Select the employee’s ethnicity for reporting and diversity tracking purposes.

      • SSN/TIN: Enter the employee’s Social Security Number (SSN) or Taxpayer Identification Number (TIN). This is used for tax reporting and background verification.

      • Hire Date: Enter the date the employee officially started employment. This helps calculate tenure, benefits eligibility, and reporting metrics.

        • New Hire: Check this box if the employee is newly hired. This flag can trigger onboarding workflows and training requirements.

      • Active: Check this box to mark the employee as active in the system.

Enter employee profile details including name, ID, demographics, hire date, and employment status.

  • Under the Address section, enter the employee’s address details:

    • Address 1: Enter the primary street address (e.g., 123 Main Street). This is the main location used for correspondence, payroll, and verification.

    • Address 2 (Optional): Use for apartment, suite, floor, or building numbers (e.g., Suite 400).

    • City: Enter the city where the employee resides.

    • ZIP Code: Enter the five-digit ZIP code, or ZIP+4 for greater mailing accuracy.

  • Use the dropdown menus to select:

    • Country: Select the employee’s country of residence. This determines the available states or provinces in the next dropdown.

    • State/Province: Select the appropriate state, province, or territory. Correct selection ensures accurate tax reporting, compliance, and regional analytics.

Enter employee address details including street, city, state, ZIP, country, and county to record the employee’s location.
  • Under the Phone Info section, 

    • Phone Type (Dropdown): Select the type of phone number (e.g., Office, Mobile, Fax, After Hours). Categorizing numbers helps ensure the correct contact method is used for different purposes.

    • Phone Number: Enter the full number, including area code, using numeric characters only. This ensures the number can be dialed correctly.

    • Extension (Optional): Enter the extension if applicable (e.g., for a direct line to a department or individual).

    • Click Add Phone to add the number to the list below. 

Add employee phone information by selecting a phone type and entering number and extension, then select Add Phone.

  • Under the Photo section, 

    • Click Choose File and select an image file of the employee. Acceptable formats: .jpg, jpeg, .gif, or .bmp.

  1. When finished, click the Employee Status tab to continue entering you the employee's contact information.

Upload an employee profile photo and choose Save Employee or Save as Draft to store the record.

  1. From the Employee Status tab, 

    • Is the employee Section 3? Select Yes or No to indicate whether the employee qualifies as a Section 3 worker under HUD guidelines. Note: Section 3 status identifies employees who meet specific income or employment criteria, which may be required for compliance and reporting purposes.

  2. When finished, click the Crafts & Classes tab.

Set employee status by selecting a status value and reviewing verification details before saving the employee record.
  1. From the Crafts & Classes tab, 

    • Select the radio button under the Applicable column next to the Applicable Craft and Class.

    • Assign the appropriate Contractor Type to the employee or record (e.g. Journeyman, Apprentice, etc)

    • Choose the Subtrade Type from the dropdown list that best describes the specific area of specialization.

    • If this craft and class represent the employee’s primary trade, select the radio button under Is Default to designate it as their primary assignment.

  2. When finished, click the Fringe Benefits Package tab.

Select applicable crafts and classes for the employee and define trade type or subtype for job classification.
  1. From the Fringe Benefits Package tab, 
    • Click Define Association
View and manage fringe benefits packages for the employee and define craft associations when applicable.

  • Select the appropriate Trade Type from the dropdown list.

  • Choose the corresponding Trade Subtype from the available options.

  • After selecting all applicable trade types and subtypes, click Save to record your selections.

  1. When finished, click the Project Start/Termination tab to continue.
Choose applicable crafts and classes for hourly workers and assign trade type and subtype associations.

  • From the Project Start/Termination tab, 

    • Select the Project from the dropdown list. Note: Projects are pre-linked by the Agency and available for selection based on your organization’s assignments.

    • Enter the Start Date and Termination Date for the employee or contractor’s involvement in the project.

    • Click Save to record the entry. The project will then appear in the list below.

    • To associate the employee with additional projects, repeat the process to add more entries as needed. Note: Ensure that project dates accurately reflect the employee’s actual start and end dates to maintain proper tracking and reporting.

  1. Click Other Deductions tab to continue.
Assign employee to a project by selecting a project and entering start and termination dates.
  1. From the Other Deductions tab,

    • Select the Deduction Name from the dropdown list.

    • Enter the Amount of the deduction.

    • Click Add Recurring Deductions to save the entry.

    • Repeat the process for each additional deduction to ensure all applicable deductions are recorded.

Add recurring employee deductions by selecting a deduction type and entering the deduction amount.
  1. Once entered, click Save Employee. Repeat steps 2 through 13 for each employee.

Importing Employees

To set up employee imports, contact our support team via email. Provide your payroll software and version. The support team will request a sample file in the format required by the system, based on the View CORE template.

  1. From the Manage Employees page, click Import Employee(s).

Employee management page listing workers with options to import employees or add a new employee.

  1. Select the Template you will be using for import.

  • You can download the CORE Template by clicking the View Core Template hyperlink.

  • To obtain a CPR template, contact Support or the Onboarding team.

Import employees by selecting a template type and choosing Import to upload employee data.

  1. Click Choose File and upload your completed template.

  2. Click Import to add the employees to the system.

Finalize by choosing Import to upload employee data.

Summary

Employees can be added to the system in two ways: manually or via import. Manual entry involves completing a series of tabs that capture detailed employee information, including personal details, address, phone numbers, photos, Section 3 status, trades and classes, project assignments, fringe benefits, and deductions. Each tab ensures that the employee’s record is accurate, complete, and compliant with reporting requirements.

For organizations with multiple employees, the import process allows bulk uploading of employee records. The support team can provide guidance on preparing the payroll file in the required format and offer a sample template for reference. By following these processes, organizations can efficiently maintain accurate employee records while ensuring compliance with applicable regulations.

If you still require additional assistance, close this tab and return back to the system and submit a support ticket.

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