Add a team member

Adding someone to Clockout takes one form and one invitation. What you choose here decides what they can see, where they can work, and how they get paid.

Invite the employee

1. Open Team and select Add team member.
2. Enter their legal name, email address, and mobile number. The email address is their login, so use one they actually check.
3. Pick their role — this drives both their permissions and which shifts they can be scheduled for.
4. Set their pay rate and its effective date.
5. Choose the stores they can work at. Access is per store, not global: someone can be a manager at one location and an hourly employee at another.

Clockout emails the invitation. Until they accept it, the profile exists and can be scheduled, but they cannot sign in.

Set up their kiosk PIN

New employees get a kiosk PIN so they can punch in on day one. You can set it when you create the profile or let them set it themselves on first sign-in. If a PIN is ever forgotten, reset it from the employee’s profile — see Clock in on the iPad kiosk.

Before their first shift

• Confirm their store access matches where you plan to schedule them, or they will not appear in the assignment list — see Create a schedule.
• Complete their payroll details (tax withholding and bank account) before the first pay period closes.

Removing someone

Deactivate rather than delete. Deactivating removes them from scheduling and the kiosk immediately while keeping their timecards and pay history intact, which you need for payroll and for the record.