Adding Supervisors

Use the People section of the Citadel web portal to add your employees. Adding employees should be completed after you’ve set up your Places, Policies, and Roles. Your supervisors' permissions will be based on the permissions set for their Role as well as the Policies you assign to them.

Who Can Add Supervisors?

To complete the steps in this article, you must be an administrator or have the necessary view and/or edit permissions enabled. If you believe you should be able to complete the steps and are not able to, reach out to your account administrator to discuss updating the settings for your Role.

Before You Start

When adding an supervisor, you can:

• Assign web portal access for managing timecards, reports, and employees
• Set up punching access using the web portal, smartphone app, or time clock
• Assign or update policies during setup or later as needed

Supervisors are considered users and are billed at $3 per month. Supervisors will be charged unless a No‑Punch policy is applied. 

To prevent charges for supervisors who will not punch be sure to assign a "no punch" policy in the Policies section of their profile: How do I add a "No Punch" policy, so they are not charged as an Active User?

How to Add A Supervisor

Step 1: Open the People Section

1. Log into your Citadel web portal.
2. Select People from the Organization section of the side menu.
3. Click + Add New in the Supervisor section.

Step 2: Enter Personal Information

1. In the Personal section, enter the supervisor’s First Name and Last Name.
2. Set the supervisor’s Time Zone.
3. (Optional) Set the supervisor's Email address. This will allow them the ability to reset their password when needed.
4. Assign which departments the supervisor will oversee in the Responsible Departments field.
5. Set the supervisor's Home Department.
6. Click Next to continue to the Contact section.

Step 3: Add Contact Information (Optional)

1. Select the supervisor’s Country from the dropdown list.
2. Enter any of the following contact details (optional):
   • Street Address
   • City
   • State
   • Zip Code
   • Home Phone
   • Mobile Phone
   • Work Phone
3. Click Next to continue to the Authentication section.

Step 4: Set Up Web Portal Access

1. If the supervisor will use the Citadel web portal to punch time, view or edit timecards, or run reports:
   • Enter a Username (minimum 5 characters)
   • Enter a Password that includes:
     • At least one uppercase letter
     • One lowercase letter
     • One number
     • One special character
     • Minimum 4 characters

Step 5: Set Up Time Clock or Smartphone App Identification

A Badge can be used to access time clock menus or punch time. 

A PIN can be used to access time clock menus, punch time, or use the smartphone app.

In the Identification field:

1. Click the ID Type dropdown and select PIN or Badge.
2. Enter the PIN or Badge number. 
   • PIN: Enter a 4–7 digit number
   • Badge: Enter the badge number
3. To add another, click the Add icon. 

Click Next to continue to the Job section.

Step 6: Enter Job Details (Optional)

Enter any of the following job details (optional):

• Payroll ID
• Hire Date
• Pay Rate
• Exempt Status

Click Next to begin assigning policies.

Step 7: Assign Policies

Any policies assigned to the supervisor's Home Department will be automatically applied. 

Review the rules for each policy currently assigned to the supervisor. Click a policy to view its rules and details.

Important policy notes:

• Date Time Currency, Pay Period, and Pay Codes policies are required and apply to all users and departments.
• A Punch Management policy is required. If the person has a Punch Management policy that allows time clock, smartphone app, or web punching, the person will count toward your price plan ($3 per person, per month). If your supervisor will not be punching be sure to apply a "no punch" policy.
• All other policy types are optional

To assign a new policy or replace a policy:

1. Click + Assign or Replace Policy in the top‑right corner.
2. Click the Policy Type, to review the available policies on your account.
3. Select the policy you want to assign.

If there was no previous policy of that type, the new policy is automatically added. If there was a previous policy of that type, confirm the changes by clicking Confirm and Assign to apply the policy changes or Cancel to discard the changes.

Step 8: Save the Supervisor

Click Save to add the supervisor to your Citadel account.

The supervisor profile is created and permissions take effect based on their assigned Role and Policies.