Create an employee
Add an employee step by step, understand each field in their record and give them access to the app, the web or the tablet. Includes bulk creation from a CSV file.
- For General Administrator
- In Inallow Admin · Panel
Use this guide whenever someone joins the company, or when you set up Inallow and need to add the whole workforce.
Before you start
- You need the General administrator rank. A Clocks Administrator can see employees, but not create them. See Roles and permissions.
- Create the centres, timetables and collective agreements you are going to assign first. If they do not exist yet, you can still create the employee and assign them later.
- Have the employee's email to hand. It is their username for logging in to Inallow and cannot be changed afterwards.
Create the employee in Inallow Admin
Open Inallow Admin
In the admin panel, click the apps button in the top bar (the one with nine dots) and, under MANAGEMENT, click Admin. It opens with you already logged in. You can also go straight to admin.inallow.io.
Start a new employee
Click Users and then Create (the button with the plus sign, top right). A blank record opens with three tabs: General, Clocks and Visits.
Fill in the General tab
Enter at least the Name, Last Name, Email and Password, and check the Language and Time zone. Each field is explained in General tab.
Fill in the Clocks tab
Choose the employee's Center, Collective agreement and Timetable. Also check the PIN if they are going to clock in on a tablet. See Clocks tab.
Fill in the Visits tab (if you have Inallow Visits)
Choose whether the employee can receive visits or create visitors. See Visits tab.
Create the employee
Click Create, in the left-hand column, below the photo. You will see "Employee created" and the saved employee's record will open.
Check the platforms and IPs
Now in the saved record, open the Clocks tab and check the platforms they can clock in from and the Allowed IPs. If you change anything, click Save. Do this now and not while creating: on a new employee the platform buttons appear unticked even though all of them are allowed.
Give them access
Tell the employee their email and password. Inallow does not send them any welcome email. See How the employee logs in.
The employee is always created with the Employee rank. If they are going to administer Inallow or lead a team, continue with After creating them.
Record fields
Fields marked with a red asterisk are required. If one is missing, when you click Create you will see "Incomplete form" with the name of the field.
General tab
| Field | Required | What it is for |
|---|---|---|
| Name | Yes | First name. Up to 32 characters. |
| Last Name | Yes | Up to 64 characters. Employee lists are sorted by last name. |
| Code | No | The employee's internal identifier (for example, their payroll number). It appears in bold before the name in lists. It cannot be repeated within your company. Up to 32 characters. |
| Prefix and Phone number | No | The employee's mobile phone. Fill them in if you want them to be able to recover their password by SMS. |
| Yes | The username the employee uses to log in to the app, the web and the admin panel. It cannot be in use by another Inallow user, even one from another company. It cannot be changed after the employee is created. | |
| Password | Yes | The initial password. It only appears when creating. Use at least 6 characters, which is the minimum the app asks for when the employee changes it. |
| Language | Yes | The language in which the employee sees the app and receives Inallow emails: Spanish, English, German, Basque, Danish or Catalan. By default, yours. |
| Time zone | Yes | The time zone they work in. By default, the company's. Only change it if the employee works in a different time zone, for example in the Canary Islands. |
To add a photo of the employee, click the camera button over the avatar and drag the image into the New profile picture window. The window closes on its own once the upload finishes, and the photo is saved when you click Create or Save. To remove it, click the button with the cross. The photo is optional.
Clocks tab
| Field | Required | What it is for |
|---|---|---|
| Center | No | The employee's work centre. If the centre has an area defined on the map, clock-ins made outside it are flagged as an incident. See Centres. |
| Collective agreement | No | The collective agreement that applies to them (annual hours, vacation days…). See Collective agreements. |
| Ignore incidents | No | If you choose Yes, no incidents are created when the employee clocks in outside their centre's area. Useful for sales staff or people who work out and about. It can only be changed if the employee has a Center. By default, No. |
| PIN | No | A 4-digit code the employee uses to clock in on the tablet. A random one is generated; you can change it to another. |
| Timetable | No | One or more timetables. You can assign several if each one applies on different dates (for example, a summer timetable). Their dates cannot overlap. See Assign a timetable. |
| Allowed IPs | No | IP addresses the employee can clock in from. Click Add IP, type the address in Allowed IP and, if you like, a Description. IPs that apply to the whole company appear with a padlock and cannot be removed from here. If the table says "No IP restrictions are being applied", they can clock in from any network. See IP filtering. |
Below, under Select the platforms on which this employee can clock in, there is one button per platform. A ticked button means clock-ins from that platform are allowed:
- API: clock-ins that come from other programs connected to Inallow. See Integrations.
- Mobile app: the clock-in app for Android and iOS.
- Panel: clock-ins an administrator records in the admin panel on the employee's behalf.
- Salto KS: clock-ins generated when opening doors with Salto KS locks. See Salto KS.
- Tablet: the shared clock-in tablet.
- Chrome extension: the Inallow extension for the Chrome browser.
- Web app: webapp.clocks.inallow.io.
By default all of them are allowed. Hover over each button to see its name.
Finally, two options intended for administrators and supervisors:
- Do you want this employee to be notified of pending absences?
- Do you want this employee to receive notifications of pending overtime
If you tick one, Week days appears so you can choose which days they receive the email with the requests awaiting a response. An employee without an administrator rank who does not supervise any department receives nothing even if you tick it. See Email alerts for pending requests.
Visits tab
It only has an effect if your company uses Inallow Visits.
| Field | What it is for |
|---|---|
| Allow employee to receive visitors? | The employee appears as someone who can be visited on the Visits tablet. |
| Allow employee to create visitors? | The employee can invite visitors. Visits appears for them in the APP section of the apps button. |
| Department | Free text with the employee's department for Visits (for example, "Purchasing"). Up to 32 characters. It is not related to the time-tracking departments. |
How the employee logs in
Inallow does not send any email when you create an employee. Give them their email and initial password yourself through the channel you normally use. With those details they can:
Download the clock-in app from Google Play or the App Store, enter their Email and Password and tap LOGIN. See the Employee quick guide.
Go to webapp.clocks.inallow.io with their Email and Password. It works on a computer and on a phone, with nothing to install.
The clock-in tablet does not need a password: the employee looks for their name and types their 4-digit PIN. They appear on the tablet if it shows all employees or if you have added them to its members. See Tablets.
If your company has Salto KS locks, link the employee to their Salto person in Salto KS › Users. From then on, opening the configured doors records their clock-ins. See Salto KS.
Recommend that the employee changes their initial password: in the app, under Profile › Change password.
If they forget their password, they can recover it themselves from the login screen with Forgot your password?: they receive a code by email or, if their record has a Prefix and Phone number, by SMS. You can also set a new password for them from their record with Change password. In that case Inallow does not tell them: let them know yourself.
An employee with the Employee rank cannot log in to the admin panel, unless they supervise a department.
After creating them
- Assign them a department: in the admin panel, go to Settings › Departments › Manage members and tick them as Member. If they are going to lead the team, also tick them as Supervisor. See Department supervisors.
- Change their rank if they are going to administer: in Inallow Admin › Permissions, tick Clocks, Visits or Admin. See Change a user's rank.
- Add them to a tablet, if your company's tablets only show some employees: in the admin panel, Tablets › Manage members.
Create the employee from the admin panel
The Employees section of the admin panel can also create employees, with fewer options: it does not have the clock-in platforms, IP filtering, pending request alerts or the Visits options. A notice in that section reminds you that this management will move to Inallow Admin.
Open Employees
In the admin panel's side menu, click Employees and then Create (the button with the plus sign).
Fill in the record
New employee opens with the fields Name, Last name, Code, Prefix, Phone number, Email, Center, Collective agreement, Time zone, Ignore incidents, PIN, Timetable, Language, Password and Profile Image. They work the same as in Inallow Admin. Next to Password, the Generate button creates a random password; copy it before saving so you can give it to the employee.
Save
Click Create. A confirmation message appears and the employee shows up in the list.
Add many employees with a CSV file
If you need to create many employees at once, upload them with a CSV file from Inallow Admin. Only the General Administrator can do this.
Open the bulk upload
In Inallow Admin, click Users and then Create from CSV (the button with the spreadsheet icon). Massive addition of users opens.
Download the sample
Click Download sample file. The window lists the required and optional fields, and the numbers of the ranks, centres, collective agreements and languages you can use.
Prepare your file
Create one row per employee below a first header row with the exact column names from the table below. Separate the columns with semicolons, commas or tabs. Save the file as CSV UTF-8.
Upload it
Click Select CSV file, choose the file (you will see "File uploaded successfully") and click Create. If everything is correct, you will see "Employees created".
Columns the file accepts:
| Column | Required | What to enter |
|---|---|---|
name | Yes | First name. Up to 32 characters. |
surname | Yes | Last name. Up to 64 characters. |
email | Yes | A valid email, up to 128 characters. It cannot already be in Inallow or repeated in the file. |
rank | Yes | Rank number: 3 Employee, 7 Clocks Administrator, 8 Visits Administrator, 9 Clocks + Visits Administrator, 2 General Administrator. |
password | Yes | Initial password. |
alias | No | The employee's Code. Up to 32 characters, no repeats. |
prefix | No | Phone prefix, numbers only (for example, 34). |
phone_number | No | Phone number. |
center | No | Centre number, from the list the window shows. |
agreement | No | Collective agreement number, from the list the window shows. |
saltoks_code | No | The person's identifier in Salto KS. Up to 36 characters, no repeats. |
distance_warning | No | 1 turns on Ignore incidents; 0 or empty leaves it off. |
tablet_pin | No | 4-digit PIN for the tablet. If you include the column, fill it in on every row. |
lang | No | Language code: es-ES, en-GB, de-DE, eu-ES, da-DK or ca-ES. If you include the column, fill it in on every row. Without the column, your language is used. |
Do not add any other columns: the file would be rejected with "Unknown column name". Imported employees get the same time zone as you, and are created with no timetable or department and with all clock-in platforms allowed. Assign them their timetable and department afterwards.
If the file has any error, no employee is created. The window tells you the problem and where it is, in the format "Row N; Column: …; Value: …". Correct that row and upload the file again. The possible errors are:
- Duplicate value in system. The email, the code or the Salto KS identifier already exist in Inallow. In bulk uploads the code cannot match that of any other Inallow user, even one from another company. If this happens to you with simple codes (1, 2, 3…), upload the file without the
aliascolumn and add the Code to each record afterwards. - Duplicate value in CSV file. The same value appears in two rows.
- Required fields is empty in the document.
- Required columns is not found in the document.
name,surname,email,passwordorrankis missing from the header. - Invalid format with field characteristics. For example, a mistyped email, a PIN that does not have 4 digits or a centre number that does not exist.
- Failed to encode CSV, invalid characters or file encoding: save the file as CSV UTF-8 and try again.
What happens next
- The employee appears in Employees, in the admin panel and in Inallow Admin, with the Employee rank (or the one you gave in the
rankcolumn, if you added them with a CSV file). - They can log in to the app and clock in as soon as you give them their login details.
- They count as one of your company's licences while they are active or suspended. See Remove an employee.