Employees

Employee Roles

• Admin — The main workspace role for running the business. Admins get the operational baseline plus the counter-facing POS tools, but the owner still controls the most sensitive financial access.
• Manager — Uses the same operational workspace as Admin and gets the operational baseline by default: events, customers, inventory, quotes, and email tools. Owner-only financial controls still stay restricted.
• Employee — Restricted access. By default, employees only see the jobs they are assigned to, can clock in/out, and do not see company-wide pricing or private records.

Employees can also be granted specific permission upgrades. Common ones include unassigned-event access, inventory, quotes, email sending, punch editing, print sheets, asset financials, all-expenses visibility, team GPS, and attendance management.

Managing Employees

Navigate to Users (or Employees in the sidebar) to manage user accounts.

Creating an Employee

1. Click Add User.
2. Fill in:
   • Display Name — shown in the app and on assignments
   • Username — unique login name
   • Email — used for pay stubs, password resets, and schedule notifications (optional but recommended)
   • Password — initial password (employee can change it via password reset)
   • Role — Admin, Manager, or Employee
   • Hourly Wage — used for payroll calculations (default $0)
   • Address / City / State / ZIP — optional, used for location/autocomplete bias
3. Click Save.

Editing an Employee

Click the edit icon to modify any field. Changes take effect immediately on the employee's next login. For permission changes, the employee may need to log out and back in for changes to fully take effect.

Resetting an Employee's Password

Admins can set a new password for any employee directly from the user management screen. This doesn't require the employee's old password.

Deactivating an Employee

Toggle the Active status to deactivate an account. Deactivated employees cannot log in, but their time entries, assignments, and history are preserved. Reactivate to restore access.

Deleting an Employee

Permanently deletes the user account, along with all of their time entries and assignments. Consider deactivating instead of deleting to preserve history.

Employee Permissions

Employees have access to extra capabilities when the following permissions are granted. Admins can set these on each employee's profile, but the owner still controls the financial views and some access stays role-bounded.

Admins automatically get the operational baseline and the counter-facing POS tools, but the owner still controls the financial views and attendance overrides.

Assigning Employees to Events

Employees are assigned to events so they know which jobs they're working.

Assigning from the Event Detail Panel

1. Open an event on the calendar.
2. Scroll to the Assignments section.
3. Click Add Assignment.
4. Select the employee from the dropdown.
5. Optionally add Notes about this employee's role on the event.
6. Click Save.

Employees are also assignable to Google Calendar events that aren't tracked locally — the system handles these separately but the assignment process is the same.

Notifying Employees of Schedule Changes

After assigning or updating an employee's schedule, you can send them a Schedule Change Notification email:

1. From the employee's assignment record, click Email Notification.
2. The employee receives an email summarizing their upcoming assignments.

Employee View (Dashboard)

When an employee logs in, they see the Employee Dashboard (/employee), which shows:

• Events they are assigned to (calendar view)
• Their own time clock (clock in/out)
• Their own time entries and hours summary
• Any notes from admins about their assignments

Assigned jobs can also show date/time, location, contact name, contact phone, description, and equipment lists. Non-admin assignment views redact money amounts from titles and descriptions.

Employees do not see:

• Pricing or financial information
• Other employees' schedules or time entries
• Events they aren't assigned to (unless granted the permission)

Gotchas

• Password minimum: Passwords must be at least 4 characters. Encourage employees to use something secure.
• Financial access is owner-granted: Asset financials and company-wide expenses stay hidden by default, even from admins, until the owner turns them on.
• Permissions take effect at next login: When you change an employee's permissions, sign out and back in to make sure the new access is loaded everywhere.
• Employees see title-redacted events: Money amounts are removed from event titles and descriptions for non-admin assignment views. If your event titles contain dollar amounts, employees will see a cleaned-up version.
• Email is optional but recommended: Without an email address, employees can't use password reset, receive pay stubs, or receive schedule notifications. Set email addresses for all employees where possible.
• Deactivating vs. deleting: Deactivated employees retain all their time entries and assignment history. Deleted employees lose all associated data. Prefer deactivation for employees who leave.

Employee assignments let you tell your team which events they're working. Each event can have multiple employees assigned, and each employee can be assigned to multiple events. Employees see their assignments on their personal dashboard calendar.

Assigning Employees to Events

From the Event Detail Panel

1. Open an event on the calendar.
2. Scroll to the Assignments section.
3. Click Add Assignment.
4. Select the Employee from the dropdown (shows all active employees).
5. Optionally add Notes — role-specific instructions for this employee (e.g., "Lead crew, arrive at 8am for setup").
6. Click Add.

Employees are notified of their assignment the next time they log in. If you want to notify them via email, use the Schedule Change Notification email.

From the Employee Schedule View

Admins can also manage assignments from a dedicated schedule management view:

1. Navigate to Employees and select an employee.
2. The employee's profile shows their upcoming assignments.
3. Add or remove assignments directly from there.

Assigning to Google Calendar Events

Events that exist in Google Calendar but aren't tracked locally in Apex Rental Pro can also have employees assigned:

1. On the calendar, click a Google Calendar event (shown in the external event style).
2. Click Assign Employee in the popup.
3. Select the employee and add optional notes.
4. Click Save.

These assignments are stored in the Google event metadata table and behave exactly like local event assignments.

Employee Dashboard Calendar

When employees log in, they see the Employee Dashboard — a calendar showing every event they've been assigned to.

For each assigned event, employees can see:

• Event title
• Date(s) and time(s)
• Assignment notes (from the admin)
• Location, contact name, contact phone, description, and equipment notes when available
• Their own work hours for the day

Employees cannot see:

• Events they're not assigned to (unless they have the "Can View Unassigned Events" permission)
• Pricing or financial details
• Other employees' assignments
• Other employees' time entries

Daily Schedule View

From the Employee Dashboard, employees can tap into a daily detail view that shows:

• All their events for a specific date
• Assignment notes for each event
• Any inventory notes relevant to their events
• Their time clock status for the day

Schedule Change Notifications

After adding, changing, or removing an employee's assignments:

1. Go to the employee's assignment list.
2. Click Send Schedule Notification.
3. The employee receives an email listing their upcoming assignments.

This email is triggered manually — the system doesn't auto-send notifications on every assignment change.

Removing an Assignment

1. Open the event or the employee's profile.
2. Find the assignment in the assignments list.
3. Click the remove icon (trash/X).
4. The assignment is deleted immediately.

Gotchas

• Multiple assignments for one event: You can assign multiple employees to a single event. There's no maximum limit. Each employee sees the event on their own dashboard.
• Assignment notes are per-employee: The notes you add when assigning an employee are specific to that assignment, not to the event overall. You can give different instructions to different employees on the same event.
• Employees see stripped titles: Event titles shown to employees have dollar amounts and pricing hints removed. For example, "Smith Wedding - $5,000" becomes "Smith Wedding." This is intentional to protect financial information.
• Team GPS is owner-controlled: Admins and managers inherit live map access when the tenant GPS toggle is on. When it is off, the owner can still grant access explicitly.
• Notification emails are manual: Assignment changes don't automatically trigger notification emails. You must explicitly click "Send Schedule Notification" to email an employee about changes. Without email delivery configured, this button won't work.
• Google Calendar assignment metadata: Assignments to Google Calendar events (not tracked locally) are stored differently than local event assignments. If you delete the connection to Google Calendar, this metadata remains in the system. The assignments still show on the employee's dashboard as long as the Google event is visible in the calendar view.