Overview
This article explains how to add employees in FieldReporter. Site managers can create employee records directly in the application when workers need immediate access to Daily Sign-In Logs (DSLs) but have not yet been fully set up in the main system. This process allows employees to begin signing in and out right away while supporting accurate workforce tracking and compliance reporting. Employees added through FieldReporter are created in Draft status and must be completed and activated in the main system before they can be included in Certified Payroll submissions.
Before You Begin
Before adding an employee:
- You must have the Contractor Site Manager or Company Administrator role.
- FieldReporter must already be enabled for your organization.
- You must be logged into the correct project.
- The employee must require access to Daily Sign-In Logs (DSLs).
Employee records created in FieldReporter are incomplete until finalized in the main system.
Who This Applies To
This article applies to users with the following roles:
- Contractor Site Managers
- Contractor Company Administrators
- Contractor Payroll or Compliance Staff
If your organization’s configuration differs, contact your System Administrator.
Steps
Adding an Employee
- Log in to FieldReporter and select the project.
- Select Add Employee and enter the required employee information.
- Select Save. The employee is now available for sign-in and sign-out activity in FieldReporter.
After adding an employee:
- The employee can immediately use FieldReporter.
- The employee can sign in and sign out for project work.
- DSL activity is included in compliance tracking.
- The employee record is saved in draft status until finalized in the main eComply system.
Required Employee Fields
| Field Name | Description |
|---|---|
| First Name | Employee first name |
| Last Name | Employee last name |
| Last Four Digits of SSN | Employee identifier used for sign-in |
| Craft Classification | Type of work performed by the employee |
| Address | Employee mailing address |
How Craft Classifications Work
Craft classifications identify the type of work an employee performs on the project. When adding an employee:
- Available classifications are pulled from the contractor profile.
- Employees can only sign into classifications assigned to them.
- Employees working multiple classifications must sign out and sign back in when changing work types.
Examples of craft classifications may include:
- Electrician
- Laborer
- Boilermaker
- Groundman
Draft Employee Records
Employees added through FieldReporter are created as draft employee records in the main system. Draft records allow employees to:
- Sign in and sign out
- Appear in Daily Sign-In Logs
- Participate in compliance tracking
However, draft employees cannot be fully used in certified payroll until additional employee information is completed. Additional information may include:
- Fringe benefit details
- Demographic information
- Payroll setup information
Completing a Draft Employee Record
After adding an employee:
- Log in to the main eComply system and navigate to Manage Employees.
- Locate the employee record to enter the missing employee information.
- Change the employee status from draft to active and select Save.
The employee can now be included in certified payroll submissions.
Definitions
| Field Name | Description |
|---|---|
| Draft Employee | Incomplete employee profile created in FieldReporter |
| Craft Classification | Type of work performed by the employee |
| Last Four Digits of SSN | Employee identifier used during sign-in |
| Active Employee | Employee profile completed and available for payroll processing |
| Status | Description |
|---|---|
| Draft | Employee profile is incomplete |
| Active | Employee profile is fully configured |
| Approved Logs | Employee DSL records approved for payroll validation |
| Rejected | Payroll or DSL records contain compliance issues |
Where This Appears in Reports
This action affects the following reports:
- Daily Sign-In Log (DSL) reports
- Certified Payroll validation reports
- Compliance comparison reports
Updates appear immediately after the employee record is saved
Troubleshooting / Common Issues
| Issue | Cause | Resolution |
|---|---|---|
| Employee cannot sign in | The employee record may not have been saved successfully. | Verify the employee profile exists and confirm the last four digits of the employee's SSN were entered correctly. |
| Employee does not appear in certified payroll | The employee profile is still in Draft status and is not eligible for payroll processing. | Complete the remaining employee information in the main system and activate the employee profile. |
| The correct craft classification is unavailable | The craft classification may not be assigned to the contractor profile. | Contact your Aystem administrator or payroll administrator to update the available craft classifications. |
| Duplicate employee records exist | The employee may have been added more than once. | Review employee records in the main system and remove or merge duplicate employee profiles as needed. |
Summary
FieldReporter allows site managers to quickly add employees directly from the job site so employees can begin recording Daily Sign-In Logs immediately. Employes added through FieldReporter are saved as draft employee records until the remaining payroll and employee information is completed in the main Comply system. Maintaining accurate employee records and craft classifications helps contractors support payroll validation, compliance tracking, and certified payroll reporting workflows.
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