Workers

Workers is the roster of everybody who works on your jobs: employees, subcontractors, and you if you do the work yourself. Each person’s record holds how they are engaged, what an hour of theirs costs, their licenses, and what a client is shown of them.

Add someone who works on your jobs

Open Workers and choose + Add worker. Then:

• Type — Individual for a person, Organization for a business you hire. It is set when the worker is added and cannot change later.
• Engagement type — Employee or Subcontractor.
• A display name for a person, or a business name for an organization, and their email, phone, address and notes.

The list shows everybody, with Employees, Subcontractors, Technicians and Archived to narrow it, and a search by name, business or email. Technicians are the workers with a current license on file.

A worker is somebody the business pays; a member is somebody who signs in. Most people are both, and a subcontractor who never signs in is still a worker you can put on jobs and record hours for — see the difference between a member and a worker. If you do the work yourself, you need a worker record too: see Putting yourself on the roster.

Change how somebody is engaged

When an employee becomes a subcontractor, or the other way round, open their record and choose Change engagement type under Overview. It is apart from Edit on purpose: the change has tax and payroll consequences, so it is confirmed on its own and recorded in their history.

What was already recorded keeps how they were engaged at the time — a payment made to them as a subcontractor stays a subcontractor payment. Their pay record says how they were engaged when it was last recorded, and warns you when that no longer matches: press Record as they are now, on Pay, to bring it up to date.

Link the person who signs in

Sign-in says which person signs in as this worker. Linking is what makes the hours and the work on this record theirs: without it, My Day has nothing to show them. The owner links people to their records from Organization → Team.

Unlink leaves the record exactly as it is — hours, rates and licenses — and only stops it belonging to that sign-in until it is linked again.

Cost their hours at the right rate

On Pay, under Financial profile:

• Assign a labor rate — one of the rates on your labor rates page. Their hours are costed and billed at it.
• Set override — a cost rate and a billable rate of their own. It counts for their hours whether or not they have a labor rate, and in place of it when they do.
• Payment terms — Due on receipt, or Net 15, 30, 45 or 60.

A time entry takes its rate when it is logged: a rate chosen on the entry itself, else the worker’s override, else their labor rate, else the job’s default, else the business’s. Dispatch reckons what a job keeps with each person the same way. The rate is kept on the entry, so changing a rate later never reprices hours already logged.

Pay is for whoever handles people and pay in your business; the Schedule tab beside it — the hours a person works, their time away and where a planned day starts — is for whoever runs the schedule. See Scheduling and dispatch.

Show clients who is coming

Client-facing profile is what a client sees when they are told who is coming to their job: a photo, a line about them of up to 280 characters, and their specialties. Fill in at least one, choose Save profile, then Show this profile to clients. It shows nowhere else, and Stop showing this profile takes it down at any time.

Keep their licenses on file

Compliance licenses holds each license a worker carries, with + Add license. A worker with a current license is listed under Technicians. Being warned before one lapses, and recording who did regulated work, are on Compliance.

See what they were paid this year

Paid this year, on Pay, totals what the business paid them, what of it was paid to them as a subcontractor, how many expenses that took, and whether the 1099 threshold is met. The totals for every subcontractor at once are in the tax summary.

Archive somebody who has left

Archive worker, at the foot of their record, hides them from the active lists and keeps all their history. Somebody still on open work cannot be archived: Assigned work, on Schedule, lists the jobs and visits they hold, so hand those over first. Restore worker brings an archived worker back.