Overview: Creating User Profiles and Assigning Roles

 

In OnTheClock, managing your team is simple and intuitive. When adding a new user, you'll start by entering their basic information — including first and last name, email address or username, password, and contact details.

 

You’ll then assign a role that determines what they can see and do in the system:

• Administrator: Full access to all company settings, employee data, and account management tools.

• Manager: Can view and manage time data for all employees or only those assigned to them.

• Employee: Can clock in and out, view their own time cards, and manage limited profile information.

You can also identify whether a user is a contractor — ideal for managing 1099 team members alongside W-2 employees.

Note: Contractor profiles are fully supported in OnTheClock. However, hours worked by contractors will only be sent to OnTheClock Payroll. If you’re using a third-party payroll provider (such as QuickBooks or Gusto), contractor hours will not be included in the integration at this time.

Assigning the correct role ensures your team has the right level of access from day one.

How to Add Users and Assign Roles in OnTheClock

Follow these steps to start building your team in OnTheClock and assigning the appropriate roles for each member.

Step 1: Access the Team Directory

• Click the My Team icon in the main navigation.

• Select "Team Directory" to view all current users.

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Step 2: Add a New User Type

• Click “Add One” to add a single employee.

• You’ll be taken to the User Profile screen.

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Step 3: Enter Basic Information

• Fill in the following:

  • First and Last Name

  • Email Address or Username

  • Password

  • Contact Information

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Step 4: Assign a Role

Choose from one of the following roles:

• Administrator

  • Requires an email address

  • Only the User Profile tab will appear

  • Full system access with no additional configuration

• Manager

  • Requires an email address

  • A new Permissions section appears where you can configure:

    • Access to all employees or a specific group

    • Whether they can view pay rates

    • Whether they have edit or read-only access to time cards

• Employee

  • When selected, additional tabs appear:

    • General, PTO settings, location & security, and more. 

  • These tabs allow you to customize the employee’s work settings

  • For more help, visit the Employee Setup Help Page

• Contractor

  • Treated similarly to employees but with differences:

    • PTO settings will not be shown

    • Hours for contractors are only sent to OnTheClock Payroll and are not included in third-party payroll integration's

To assign the role check the box next to the role type you would like applied. 

How to Add Multiple Employees at Once

You can quickly add up to 20 employees at a time using the Add Multiple option from the User Directory.

1. Navigate to the Team Directory by clicking the employee icon in your main menu.

2. Click the “Add Team Members” button.

3. From the drop-down, select “Add Multiple”.

Filling Out the Form:

• Enter the following required fields for each employee:

  • First Name

  • Last Name

  • Email / Username

  • Password (You can double-click the field to auto-generate one)

• Optional fields:

  • Mobile Number – Enables text message invites

  • Employee Number – For internal reference

Sending Invitations:

• If a valid mobile number is entered, you can automatically send an invite via text message.

• If a valid email address is entered, you can send the invite via email.

• You can enable or disable each invite method using the toggle switches at the top of the screen.

Important Notes:

• This screen creates a standard employee profile for each person added.

• If you need to assign a different role (such as Manager, Administrator, or Contractor), go to the Team Directory, click the employee’s name, and update their role under the Role Assignment section.