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Add a New Employee

  • Last Updated: May 20, 2025

Add new hires to Exatouch so they can log in and use the system.

To add a new employee to Exatouch:

  1. Navigate to Home > Staff > Staff Details. Add a new employee navigate to home staff staff details
  2. Select New.
  3. Add the new employee’s information. Required fields are indicated in blue.
  4. Click Save, or Save & Add New to add additional employees. Add a new employee new information save or save and add new access card optional
Notable Fields

  • First Name and Last Name: An employee’s first and last name are displayed on the customer receipt. If you are concerned about your employee’s privacy, enter a nickname as the first name and an initial as the last name.  For example, enter First Name: “Sue” and Last Name: “M.”
  • Staff Type: Select from default staff types, or create your own. See: Create Staff Types
  • Access PIN: The 4-digit pin used for employee login, clock in/clock out, and system access (as applicable). Note: Best practice is to always use an access PIN, even if you also use an access card.
  • Access Card: If the employee will be swiping a card instead of (or in addition to) using an access PIN number, swipe the card to enter it here. Note: This is only a mandatory field if you will NOT be issuing access PIN numbers to employees. Otherwise, an access card number is optional.
  • User Type: Select Admin, Power, or Regular user. See: Difference between Administrator, Power User, and Regular User
  • Hire Date: If the employee profile is already in the system, but the official hire/start date is in the future, the employee access PIN will not be activated until that date.
  • Termination Date: If the employee is no longer with the company, and the termination date is in the past, the employee access PIN will be disabled. Note: Employee profiles may be deleted, but terminated employee data will still display on reports encompassing dates up to and including the termination date.
  • ID Number: Can be a driver’s license or state-issued ID number.
  • Register Category and Subcategory: Fill in category and subcategory preferences to define what categories and subcategories appear by default when an employee accesses the Register. These categories and subcategories may vary by User Type.
  • Enable Calendar: This option is checked by default so that employees have access to calendar scheduling.
  • Software Access: This option is checked by default. When this option is unchecked, the employee will not have access to the software; they will only be able to clock in and clock out.

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Related Topics

  • New Hire & Employee Management
  • Staff Access

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