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Employees ​

The employee list is your company's people directory. Every person who signs in to Site Connect — office staff, supervisors and the crews who check in on the mobile app — has a record here. Contracts, time off, assets, labour cost rates and task assignments all point back to these records, so this is the first list to fill in when your workspace is new.

Menu: HR › Employees

Where to find it

Menu: HR › Employees · Address: hub.siteconnect.ai/employeesWho can use it: Anyone with the Employee permission can open the list. Adding, importing, editing and deactivating employees is limited to workspace admins — by default, the person who created the workspace. See Roles and permissions.

Find someone ​

  • Search — type in Search by name, email, employee ID... at the top. While you're searching, the list also includes deactivated people, so former employees are still easy to find.
  • Views — the row of chips under the search box switches between saved views: All, active employees (the view the page opens on), App not installed and Deactivated employees.
  • Add filter — stack extra conditions: Mobile app (App installed / App not installed), Status, Role and Department. Each filter shows as a chip you can remove with its ×, and the result count appears on the right.
  • Save a view — with filters applied, select the small + at the end of the views row, give the view a name and select Save. Saved views are kept in your browser, so they won't follow you to another computer.

The columns show the employee code, full name and email, department, job title, phone, office, role(s), the date the record was created, mobile app status and whether the person is active or Disabled. Select a name to open the full record. Use Show at the bottom to list 10, 20, 50 or 100 people per page.

Who hasn't installed the app yet?

Choose the App not installed view. A banner shows how many people still need to install the Site Connect app — handy before a crew's first day. The Mobile app column shows the device and when each person first signed in. See Get the mobile app.

Add an employee ​

  1. Select Add employee (top right). The Add new employee form opens.
  2. Fill in the person's details:
    • Full name * — required.
    • Email * — required. This is the email the person signs in with. If your workspace has a company email domain set up in General settings, Site Connect suggests an address from the name as you type; you can always overwrite it.
    • 🔑 Password — required, at least 6 characters. Choose Default (your workspace's default password from General settings), Random (a strong generated password — use Regenerate for another one) or Custom (type your own). Use the copy button to copy it before you save.
    • Employee ID — filled in automatically; you can't edit it.
    • Phone number — pick the country code and enter the number. Each phone number can belong to only one employee in a workspace.
    • Department / Team — pick from your Teams / Departments.
    • Permissions (Roles) — the Employee role is always ticked and can't be removed. Tick Administrator or Manager (or a role you created) to give more access. See Roles and permissions.
    • Joining date — defaults to today in your workspace's time zone.
    • 🎂 Birthday — optional.
  3. Under Employment contracts, set up the person's first contract:
    • Contract type * — required. New workspaces pre-select Full time; the other built-in types are Part time, Call on service and Sub-contractor. See Contracts.
    • Start date — defaults to today.
    • End date — optional. Leave it empty for an open-ended contract.
    • Hourly cost — what this person costs you per hour, in your workspace currency (for example Hourly cost (CAD)). It's saved as their labour cost rate, effective from the joining date. You can leave it empty and add it later.
  4. Optionally, under Emergency contact, select + Add and enter a name, phone number and relationship.
  5. Select Create new.

The person appears in the list right away and can sign in straight away — on the web at hub.siteconnect.ai or on the Site Connect mobile app.

Site Connect doesn't email the new employee

Adding someone this way doesn't send them anything. Tell them which email to sign in with and give them the password you set — or use an invitation instead, which emails them a link so they choose their own password. Ask people to change a password you gave them after their first sign-in (see Personal settings).

Crews on the mobile app

Enter each worker's mobile number. On the Site Connect app, people can sign in with the phone number on their employee record and a code sent by text message — no password to remember. See Get the mobile app.

If the email already has an account ​

If the email you entered already belongs to a Site Connect account (for example, someone who works for another company that uses Site Connect), the form can't create a second account. Instead, a note appears under Email with a Send invites button. Select it to email that person an invitation to your workspace, using the roles and department you picked. They accept it with their existing password. See Employee invitations.

Import employees from a spreadsheet ​

Use this to add a whole crew at once.

  1. Select Import employees. The Bulk import employees dialog opens.
  2. Select Download template and fill in one row per person, starting on row 2 and keeping the header row.
    • name and email are required.
    • phone, department, employee_code and position (job title) are optional.
  3. Drag the file onto the dialog, or click to choose it. Excel (.xlsx, .xls) and CSV files up to 10 MB are accepted.
  4. Select Import now.

The results screen shows Total rows, how many succeeded and how many were Errors / Skipped, with the reason for each failed row. It also shows the starting password given to everyone imported — share it with them and ask them to change it after they sign in. Select Import more to load another file, or Close.

Good to know about imports:

  • Before anything is written, Site Connect checks that your plan has enough free seats for every new person in the file. If it doesn't, nothing is imported.
  • Rows are matched by email. Someone who's already in your workspace isn't duplicated.
  • An email that already belongs to an account outside your workspace is skipped — send that person an invitation instead.
  • Imported people don't get a contract, a team or a labour cost rate. Open each record afterwards to add them, or set rates on Labour cost rates.

Open and edit an employee record ​

Select a person's name to open their record. At the top you'll see their name, current job title and contact details; select Edit information (the pencil) to change them in Edit employee details: Full name, Email, Phone, 🎂 Birthday, Joining date, Status (employment status, such as Permanent or Contractor), Department / Team and, if needed, Reset password.

Further down the record:

  • 🚨 Emergency contact — add or change who to call.
  • A summary of the current contract.
  • Employment contracts — every contract and appendix, with Add contract. An appendix records a job title change or pay adjustment without changing the contract's term. See Contracts.
  • Position history — how the person's job title changed over time.
  • Team transfer history — select Transfer team to move the person to a New team from an Effective date (past dates are allowed), with an optional reason.
  • Activity history — a log of changes to the record.

You can also select the pencil (Edit) on a row in the list to open the Edit employee form without leaving the list. Leave the password alone to keep it unchanged, or tick Reset password to set a new one — the person is signed out of their devices when you do.

Deactivate someone who has left ​

  1. Find the person in the list.
  2. Select Deactivate (the person icon with a cross) on their row, then confirm.

A deactivated employee can't sign in on the web or the mobile app, and they're signed out straight away. Their record and all their history — check-ins, timesheets, contracts, approvals — are kept. Their row turns grey with the Disabled status.

To bring someone back, open the Deactivated employees view and select Reactivate on their row.

There's no delete

Site Connect doesn't delete employee records. Deactivating keeps past timesheets, approvals and project costs accurate.

When your plan runs out of seats ​

Each person in your workspace uses one seat of your plan (the Free plan includes 3 users). When every seat is taken:

  • Add employee is greyed out, and a banner above the list explains how many users your plan allows and that they're all in use.
  • Imports and invitations that would add new people are refused.

To add more people, upgrade your plan in Plans & billing.

Good to know ​

  • The Department column stays empty until people are put into Teams / Departments.
  • Job titles come from contracts. To change one, add a contract appendix on the person's record — see Job titles.
  • New workspaces start with employees' emails entered by hand. If you'd rather have Site Connect suggest company addresses from names, set your company email domain in General settings.
  • Someone who signs in with a phone number still needs an email on their record — it identifies their account.

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