Add your staff

Before you start

You need an account that can edit pay rates. Your plan also needs a free seat for each person you add. A seat is the space one employee takes up on your plan.

Steps

Add one employee

1. Go to Staff and click Add Employee.

   

2. Fill in First Name and Last Name. Email, Position and Branch are optional, so you can come back to them later.

3. Pick a Salary Type. Timekeep then shows the rate field that goes with it, and that rate is required:

   • Daily shows Daily Rate (₱). At ₱750, a day worked earns ₱750.
   • Hourly shows Hourly Rate (₱). At ₱95, an eight-hour day earns ₱760.
   • Fixed Semi-Monthly shows Semi-Monthly Rate (₱). Enter the full monthly salary here. Timekeep pays half of it on each cutoff. A cutoff is the half of the month a payroll run covers. So ₱30,000 pays ₱15,000 per cutoff.
   • Monthly shows Monthly Rate (₱) and Daily Rate (₱). Timekeep splits the monthly amount across the two cutoffs. The daily rate is what Timekeep uses to price absences and late minutes.

   

4. Set Pay Frequency, which is how often this person is paid. Semi-monthly means the person is paid on both cutoffs. Weekly is a 7-day payroll run. Only Daily and Hourly employees can be paid weekly.

5. Click Create Employee.

Import many from a file

1. Go to Staff and click Import CSV.

2. Click Download Template. Keep the header row as it is, delete the example rows, and fill in one row for each employee. Salary Type takes daily, fixed, hourly or monthly. The template also has columns for branch, hire date, government IDs and deductions, so you do not have to set them one employee at a time. Fill in the staff import file explains what each column takes.

   

3. Drag the file onto the upload box, or click the box to browse for it.

4. Check the preview before you import. Each row is marked Valid, Error or Duplicate. Hover over an Error or Duplicate badge to read the reason.

5. Click the import button. Its label shows how many valid rows it will import. Then click Done.

What happens next

Timekeep gives a new employee an employee number and a PIN. Then it opens their page, so you can add government IDs and other settings. If you imported a file, Timekeep keeps the employee numbers in it and makes new ones for blank cells. Timekeep always makes the PINs, so you never have to pick one.

Common problems

• Pay Frequency is greyed out. This happens when the salary type is Fixed Semi-Monthly or Monthly, because those employees stay on the two cutoffs. Pick Daily or Hourly if you need Weekly.
• A row shows Error. That row is not imported, so correct it in your spreadsheet and upload the file again.
• A row shows Duplicate. That name and email is already in Timekeep, or appears twice in your file. Timekeep skips duplicates rather than overwriting them, so nothing you already have changes. An employee number that is already taken shows Error instead.
• The preview says rows are over your seat limit. You can import the rows that fit now, or add seats in Billing and import the whole file again.