The first step in Eitje is to add team members. There are two ways to do so. You can invite them manually, or you can import them into Eitje with an integration with your HR-system.
Add team members manually
Here's how to add a team member:
Navigate to the top menu and go to 'Team' and choose 'Add team members'. You can also go to 'Team', then click '+Team members' in the top left corner.
A new window will open. Enter the email address of a team member. You can add multiple team members (3) at once.
If you have already created teams, you can now select the correct team(s). This step is not mandatory.
Click 'Save'.
Import team members through an HR system
You can also add your team members to Eitje through an integration with an HR system. This will automatically import your team members and their contract information into Eitje. The HR system is always the leading source of information about team members and contracts.
⚠️ Note: If you have an integration with an HR system, and you import your team members into Eitje through synchronisation, it may happen that a team member appears twice in Eitje. This happens when the email addresses aren't the same. Learn how to solve this issue.
Activation email (invitation to Eitje)
As soon as a new team member is added, they will automatically receive an email, inviting them to activate their profile.
⚠️ Note: In case the silent mode is still on, team members will not receive this email. You can turn off the silent mode. You will then be asked whether you want to send this email to all active team members. You could also send the e-mail manually, and keep the silent mode activated, by following the steps below:
Navigate to 'Team'.
Find the team member and open their profile.
Click 'Send activation email' on top.
⚠️ As soon as the profile's been activated, this option will disappear.
Team member shares profile with more than one venue or employer
When a team member is already working with Eitje for another venue or employer, you can still add this person to your environment. Make sure to follow the first step in this article. Your team member will then be able to see shifts in the app for both employers or venues, keeping just one profile.
⚠️ The availability is linked to the profile and will be shared with the other venue/employer. When team members make themselves unavailable for a specific day, this person will show as unavailable in all Eitje environments they've been added to.
⚠️ Make sure that in this case you do not create a new profile. This will not be able to accept the same email address. If a team member does want separate profiles, this will only be possible with two different email addresses.
Manage venues
In case you work with multiple venues in your Eitje environment, you can manage the venues in the team member's profile. This will make the team member available in all venues where this person is needed.
First, navigate to 'Team', and find the team member. Then, there are two options:
Click on their name, and you will see the option 'Add to venues'.
Alternatively: open their profile, go to 'Teams' in the menu on the left, and add or remove venues there:
Team member has two profiles
If someone has two profiles in your Eitje account, you could simply mark one of the profiles as inactive. Make sure you keep the one with the correct email address, as it's used to log in. Also mind the following:
If the team member already has worked hours registered (or leave, or sickness), make sure to keep those hours on the profile that remains active. If needed, move those hours to the correct profile.
If the team member has upcoming scheduled shifts, make sure these are on the right profile as well. If needed, you can move them to the right profile.
Was the second profile imported from your HR system? This could happen when a new integration is activated. Click here to learn how to fix that.
Has the profile been activated?
When a team member has been added, they can log in with that email address. When they log in for the first time, they will be asked to set a password: this is what activates the profile. They can then also add their first and last name. Click here to learn more about activating profiles.
On the 'Team' page, you can see whether a profile has been activated by the team member. Make sure the column 'Activated' is showing. If not, add it by using the 'Columns' button in the top right corner.
