Every person who records time needs an individual WordPress account and active Employee Time Logger access. Use employment status to stop new activity without deleting historical records.
Required access: WordPress Administrator or Employee Time Logger settings-management permission.
Understand employee access
| Account type | How it becomes an employee |
|---|---|
| New WordPress user | Create the user with the Time Logger Employee role. |
| Existing non-administrator | Select the user during Guided Setup. Existing roles are preserved and time-tracking access is added. |
| WordPress Administrator | Select the Administrator in Guided Setup or explicitly enable Administrator-employee access under Workforce > Employees. |
| Supervisor | Assign the supervisor role and place the person over one or more teams. Supervisor visibility can be limited to team members. |
Add a new employee
- In WordPress, go to Users > Add New.
- Enter a unique username. WordPress usernames normally cannot be changed later.
- Enter the employee's work email, first name, and last name.
- Set the display name to the employee's real name so payroll and schedule lists are clear.
- Choose Time Logger Employee as the role.
- Choose whether WordPress should email the account notification.
- Select Add New User.
- Go to Time Logger > Workforce > Employees and confirm the employee appears with Active status.
Enable an existing user
- Go to Time Logger > Settings > Guided Setup.
- Under People who track time, select the user. Use Ctrl on Windows or Command on macOS to preserve other selections.
- Select Save setup and open dashboard.
- Open Workforce > Employees and verify Active status.
The employee's other WordPress access is preserved. Always review the user's full role and capabilities if another plugin also manages roles.
Make an Administrator an employee
Administrators are excluded by default so site owners and technical administrators do not accidentally appear in payroll, scheduling, leave, reminders, kiosk, or labor reports.
- Go to Time Logger > Workforce.
- Select the Employees tab.
- Find Administrators who are also employees.
- Select This administrator is also an employee for each Administrator who must record time.
- Select Save administrator employee access.
- Verify that the Administrator now appears in the Employee Status table.
This setting does not reduce Administrator permission. It adds the person to employee workflows. Remove the selection if the Administrator should manage the system but should not track time.
Choose an employment status
| Status | New activity | Historical records | Use case |
|---|---|---|---|
| Active | Can clock in and appears in current workflows. | Available. | Current employee who should use the system. |
| Inactive | Blocked from new employee activity and automated reminders. | Preserved. | Temporary leave, seasonal gap, or temporary suspension of access. |
| Terminated | Blocked from new workforce activity and reminders. | Preserved. | Employment has ended. |
Change status
- Go to Time Logger > Workforce > Employees.
- Find the employee.
- Choose Active, Inactive, or Terminated under Change status.
- Enter the Effective date. The date cannot be in the future.
- Select Save status.
- Confirm the Current Status badge changes.
- Open Time Logger > Tools > Audit Log if you need to verify who made the change.
Status enforcement is immediate even when the effective date is earlier. Inactive and Terminated employees stop receiving missing-time and workforce reminders, while their time, schedule, leave, payroll, and audit history stays available.
Recommended offboarding procedure
- Resolve active shifts, pending corrections, pending time off, and unsubmitted timesheets.
- Complete the final pay-period review and required export.
- Change the employee to Terminated using the correct effective date.
- Remove the person from future schedules, teams, and project assignments as appropriate.
- Disable WordPress sign-in according to company policy without deleting records needed for retention.
- Review the Audit Log and preserve required reports.
Configure a supervisor
- Enable Teams & supervisors, Team Membership, and Scoped Supervisors under Settings > Features.
- Create or update the user's WordPress account with the Time Logger Supervisor access intended by the organization.
- Go to Time Logger > Workforce > Teams.
- Create a team, select the supervisor, and select the employee members.
- Sign in as the supervisor in a test browser and verify that only assigned employees are visible.
Troubleshooting
| Problem | Resolution |
|---|---|
| Employee does not appear | Confirm the WordPress user has employee access or is selected in Guided Setup. Administrators also require Administrator-employee access. |
| Employee cannot clock in | Confirm Active status, then check schedule, project, and location requirements. |
| Former employee receives reminders | Change the status to Inactive or Terminated and verify the saved status. Review queued mail if a message was already prepared. |
| Administrator unexpectedly appears in payroll | Clear This administrator is also an employee and save the Administrator employee access table. |
| Supervisor sees the wrong people | Review every team assignment and confirm Scoped Supervisors is enabled. |
