Add an employee
Create an employee profile, starting from their Hubstaff and Infloww accounts.
What it's for
Every person who works for the agency has one employee profile. The profile holds their role, their links to Hubstaff and Infloww, their contact details and, later, their pay. You start from the person's Hubstaff and Infloww accounts so the name, email and time zone stay correct on their own.
Before you start
- You're signed in as an Administrator.
- You know the person's role. The role decides which accounts they need.
- If the role needs Hubstaff or Infloww, the person already exists there and the last sync has brought them in (see Infloww & Hubstaff links).
Which accounts each built-in role needs (you can change this per role on Roles, under Accounts this role needs):
| Role | Hubstaff | Infloww |
|---|---|---|
| Administrator | no | no |
| Manager | yes | yes |
| Chatter | yes | yes |
| Social Media VA | no | no |
| Scheduler | no | yes |
Steps
Open the form
Use any of these:
- People → Employees, then Add employee;
- Add next to a person on Not in the app yet (their account is already picked and their details filled in);
- New profile next to a Hubstaff member on Infloww & Hubstaff links.
The page is titled Add employee: "Start from their Hubstaff and Infloww accounts. Pay rates are set on the profile afterwards."
Pick the role first
In the first card, Linked accounts, choose the Role. Under it the app tells you what the role needs, for example "Chatter profiles are linked to Hubstaff and Infloww." or "Social Media VA profiles are not on Hubstaff or Infloww." Until you pick a role it says Pick the role first: it decides which accounts are needed. The account pickers and the exception box may already show below it; they change once you pick the role.
Pick the Hubstaff member
If the role needs Hubstaff, open Hubstaff member (required) and search by name or email. Only members not linked to someone else are listed. If nobody matches, the list says No free account matches.
Once you pick a member, First name, Last name, Email and Time zone are filled from Hubstaff and greyed out with From Hubstaff. The Hire date is filled once from the date they started in Hubstaff or Infloww (the earlier one); you can still change it.
Pick the Infloww employee
If the role needs Infloww, open Infloww employee (required). Only active Infloww employees not linked to anyone else are listed.
When the app finds the same person on the other platform, it suggests them: "Likely match: Jane Example. Use it". Click Use it to pick them.
Record an exception if an account is missing
If a required account is missing, a box offers Exception: this person is not on Hubstaff (or Infloww, or both). Tick it only when the person really isn't there, then pick a Reason: Admin, External contractor or Other, and add a Note if useful.
Without the tick, the box says "Link the missing account. Use the exception only for admins, external contractors or another reason you note."
Fill in the rest
- Identity: Preferred name and Birthday (the other fields come from Hubstaff when linked).
- Employment: Status (a new profile starts as Onboarding, or Active when you started from an account), Shift (for example "Morning (8am–4pm ET)"), Hire date (required), Termination date, Country, Time zone and Referred by.
- Contact: Phone, Preferred contact (Email, Phone, Discord or Telegram), Discord, Telegram and Contact notes.
- Portal access: to let them sign in right away, turn on Give portal access. The app shows which email and role their login will use, for example "They sign in with … as Chatter." Or pick an existing login under Existing portal account.
- Payment and internal: Payment method (Wise), Payee identifier (for example their Wise email) and Internal notes. Never store bank details, card numbers or tax numbers here.
Save
Click Create employee (it reads Saving… while it works). Cancel goes back without saving.
What you should see
- The new profile opens. There is no confirmation message (see Good to know).
- The person appears on People → Employees with the status you chose.
- If you turned on Give portal access, they appear on People → Access as Active and can sign in right away with a one-time code. No invite email is sent.
- Their pay is still empty: the directory shows No pay setup. Set it next, on the profile (see Pay rules).
Test checklist
Good to know
- Errors show in a red box at the top of the form and under the field concerned. A save that fails for an unexpected reason says Something went wrong. Nothing was saved; please try again.
- While you test on shared data, use an obviously made-up person (for example "Jane Example") and a role that needs no accounts, such as Social Media VA, or the exception with the reason Other. Set the profile to Terminated when you're done, so it isn't included in payroll.
- On a Test profile (test data), the pickers read Hubstaff member (optional) and Infloww employee (optional) even for a Chatter: test profiles can't be linked to real Hubstaff accounts.
Known issues
- There is no "saved" message after Create employee or Save changes. The profile opening is the sign that it worked.
- After a failed save, some fields (such as phone, Discord, notes, shift, country or status) can jump back to their earlier value. Check every field before you save again.