Why is it important to complete the initial steps?
You need this data when you start to schedule shifts. For example, you need:
Employees to assign shifts to
Job positions to assign to employees and specify in the shift
Locations - physical places where shifts take place
Clients - the companies your business provides shifts for
Optionally, you can also specify the pay rates for shifts when scheduled. As well as employment types.
Step 1. Add employees
You can do it in 3 ways on the People page:
c. via invite
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)
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
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:
Step 2. Add positions
Navigate to System Settings > People Settings > Positions. From there, click the green "Add Position" button. A dialogue box will appear, allowing you to enter the details for the position and select the colour that will represent the shift on the schedule calendar.
Now that you have entered positions into the system you can assign them to people on the People page.
To add positions to employees tick the relevant people and click 'With Selected' button and choose 'Add positions' option.
Step 3. 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:
b. import (CSV)
Option a: individually 'Add client'
Go to 'Clients' page in the 'Locations' tab, click 'Add Client' in the top right corner and fill in the info.
Optionally, assign the contact to specific location/s and grant access to the client portal.
Click 'Save' to finish.
Option b: import (CSV)
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 4. Create pay and/ or charge rules (optional)
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 workflow flow to create 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 5. Add employment types (optional)
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.
PDF Manual 'Getting started'
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.