Adding Employees

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.

Who Can Add New Employees?

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 employee, you can:

• Enter only required information and fill in optional details later
• Set up punching access for the web, smartphone app, or time clock
• Assign policies during setup or update them later

How to Add an Employee

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 Employee section.

Step 2: Enter Personal Information

1. In the Personal section, enter the employee’s First Name and Last Name.
2. Set the employee’s Time Zone.
3. Set the Home Department.
4. Click Next to continue to the Contact section.

Step 3: Add Contact Information (Optional)

1. Select the employee’s Country from the dropdown list.
2. Enter any of the following contact details:
   • 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 Punching Identification (Optional)

If the employee will use the Citadel web portal to punch time, view timecards, or manage their account:

• 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

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.

1. Click the ID Type and select PIN or Badge.
   • PIN: Enter a 4–7 digit number
   • Badge: Enter the badge number
2. 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 employee's Home Department will be automatically applied to the employee. 

Review the rules for each policy currently assigned to the employee. 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).
• 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 Employee

Click Save to add the employee to your Citadel account.

The employee profile is created and can be updated at any time.