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 → Roster and select Add team member.
2. Enter their name, email address, and phone number. The email address is their login, so use one they actually check.
3. Pick their Access Level — Employee, Manager, Co-Owner, or Owner. This is what they can see and do in the app. You can only grant a level below your own.
4. Optionally pick a Role — the job they do, such as Server or Line Cook. This is a label used for tagging shifts; it is a separate field from access level and it carries no pay rate of its own.
5. Set their hire date and their base pay rate. At creation the rate simply starts from the hire date — effective dates come in later, when you change the rate.

The form adds them to the store you currently have selected. There is no store picker on it: to give someone access to a second store, switch to that store and run Add team member again with the same email address — see Manage store access.

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

There is no PIN field on the Add team member form, and there is no PIN setup step at first sign-in. Once the profile exists, open it and set or generate their six-digit kiosk PIN from there. PINs are per store, so someone who works at two locations needs one at each. If a PIN is ever forgotten, reset it the same way — see Clock in on the iPad kiosk.

Before their first shift

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

Removing someone

Terminate them rather than deleting. Terminating is done per store: it marks their position at that store terminated, revokes their access, and deletes their PIN there, so they drop out of scheduling and the kiosk immediately. Their timecards and pay history stay intact, which you need for payroll and for the record — see Manage store access.