Getting started: 4 key steps
Tetiana Kotliarova avatar
Written by Tetiana Kotliarova
Updated over a week ago

Break the cycle of manual scheduling and managerial burdens. With a few straightforward steps, you can automate scheduling, communication, pay data tracking, and staff management.

Invest in setup now to save hours of work every day.

The initial steps focus on adding your data into the system. Once you input basic information, you'll be able to interconnect various system components, streamlining and automating multiple processes, ranging from scheduling to payroll.

We'll begin by adding your staff, followed by locations, pay and charge rules, and ultimately, employment types.

Step 1. Add your employees to the system

You can do it in 3 ways on the People page:

Option a: individually 'Add a person'

Click 'Add a person' if you want to add each employee individually, one by one.

Option b: import from file (CSV)

This option can save you time since you can upload all your employees in bulk. Click 'Import from file' and proceed to the following:

Step 1. Download the sample file and arrange your employee data according to the sample.

Step 2. Upload your csv file with your employees and their data.

Step 3. When your csv file is uploaded match the fields by dragging and dropping.

Step 4. Preview data and make sure all employees' data has been successfully uploaded.

To ensure uploaded employees can log in to PARiM and view shifts, you need to give them access. Go to the Employees page, tick all employees, then choose 'With selected' and click 'Grant access':

You can also explore more detailed instructions on importing in this article.

Option c: via invite

By choosing this option, your employees will receive an email invitation to join PARiM and they will fill in their data themselves. To start click 'Invite' and proceed to the following:

Step 1 (optional). Choose data fields you want your employees to fill in. Go to System Settings (under the profile icon) => Data & Privacy (1) => Data Collection (2):

Step 2. Specify the emails of employees you want to add to the system, customise the email message and click 'Invite'.

Important! If you choose this option and you are on a free trial, activate your email service by dropping a quick message to our support.

Additionally, you can view sent invitations and whether they have been accepted on the Invitations page.

More helpful articles on People:

Step 2. Add locations and clients

Locations are the designated spots for your shifts, and filling in the information, like address, is essential for guiding your shift workers to their designated shifts.

If you supply your shift workers to clients (these can be companies or individuals), you can add them to the system and provide client access to Client portal and Client access app. This allows your clients to see essential details in real time about their scheduled shifts.

Important! Even if your company has no external clients, still ensure to add at least one client to the system. You can then add your company as a client.

Since the process of adding locations and clients is similar, we'll look into clients creation. Both locations and clients can be added to the system in 2 ways:

Option a: individually 'Add client'

  1. Go to 'Clients' page in the 'Locations' tab, click 'Add Client' in the top right corner and fill in the info.

  2. Optionally, assign the contact to specific location/s and grant access to the client portal.

  3. Click 'Save' to finish.

Option b: import (CSV)

Similarly to employees' import, click 'Import' on the relevant page, in this case, that'd be Clients page.

Step 1. Download the sample file and arrange your clients' data according to the sample.

Step 2. Upload your CSV file with your clients and their data.

Step 3. When your CSV file is uploaded match the fields by dragging and dropping.

Step 4. Preview data and make sure all clients' data has been successfully uploaded.

When navigating to your location or clients' you can also add financial rules, additional location/s, internal notes and documents associated with this specific client.

Explore detailed instructions on importing at PARiM here.

When you have created your first location and linked it with a client, you can manage other location information. Below are some articles to help you learn more about these settings:

Step 3. Create pay and/ or charge rules

Pay & Charge rules functionality allows you to easily automate and track pay rates for your employees and clients. The flow for both pay and charge rules is the same, therefore we'll be creating a pay rule as an example here.

Step 1. Go to 'Pay rules' under 'Pay & Charge' tab.

Step 2. Click 'Create pay rule'

Step 3. Specify start and end dates.

Step 4. Define the pay rate.

Step 5. Apply it to a specific person, position, employment type, location, client, event or subcontractor.

When you are ready, hit 'Save & apply'. Use the same flow of work for creating a charge rule.

You can also learn more about advanced pay rules if your company requires pay rates based on additional conditions, like age and number of shift hours.

Step 4. Add employment types

Employment types help you differentiate your employees based on contracts, which is one of the best ways to classify your staff.

For example, you have full-time, part-time, and temporary employees, Accordingly, they have different pay rates, work & rest time rules, and pay schedules. These and more you can set for every employment type.

By default, there are employment types in your trial account but you can add more or change the default ones in System settings => People settings => Employment types.

Click 'Add Employment Type' and fill in the details under every section.

To learn more, refer to our help article on employment types and their setup.

We also recommend going through System settings, specifically, Company settings and Scheduling settings, which define the general scheduling rules for your team. For example, if employees can apply for multiple concurrent shifts or if they need to provide an explanation when cancelling a shift.

Great job on completing these steps! Take the next step by creating your first schedule

and moving forward to automate recurring shifts and learn the 7 best scheduling practices.

For a more detailed setup, feel free to download our comprehensive Getting Started PDF Manual. It provides detailed, step-by-step guidance for setting up your account.

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