Team members

The Team members tab lists the people who work at one store: everyone who takes shifts, whether or not they ever sign in to Levelset. Every rating, shift and pay figure belongs to someone on this list, so a blank field here shows up as a gap somewhere else. Who can sign in, and what they can do once in, is a separate list on the Access tab. Open People > Team & Access; the Team members tab is first. It shows the active people at the store selected at the top of the sidebar; pick another store there to see its team. Type in Search team members to filter the list. Here because someone left or came back? Go to End someone’s employment or Bring someone back.

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Read the list

Each row is one person at this store. Employee is the name they go by, with their legal name underneath when the two differ. Current Role is their role: their job title in your organization, for example Team Member or Team Lead (use your own role names). Your organization defines its roles and puts them in order, from the Operator, the owner’s role, at the top down. The next columns are the store’s areas, headed with your organization’s own names, for example FOH and BOH for front and back of house. A person can be in one area or several. An area your organization has switched to checkboxes on Positions and ratings gets a column of its own. Availability is Available or Limited. Suggested Pay, which only some roles see, shows an hourly rate when Levelset has worked one out for this person, and a dash when it hasn’t. A person who works at two stores in your organization is listed at each store, with a role at each.

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Add someone

Say a new hire starts at your store on Monday as a Team Member.

1. Click Add Employee.
2. Enter First Name and Last Name, and under Areas tick front of house, back of house, or both (your organization’s names for them).
3. Set Hire Date, Role and Availability now or later, then click Add Employee.

The Role list offers every role in your organization except the Operator’s, and starts on the lowest role. Giving a role at or above your own is refused when you save, with You can only give a role below your own. If the list is empty, your organization has no roles yet; ask whoever manages roles in your organization. To bring a whole store across at once, see Import from your scheduling system.

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Set the name someone goes by

Legal names come from your scheduling system or payroll, and they can’t be edited in Levelset. The name someone goes by is the one everyone in the store calls them, and it is what Levelset shows. Open their profile (the three-dot menu on their row, then View profile). On the Overview tab, click the pencil next to Goes by, type the name, and press Enter. From then on Levelset shows that name everywhere you pick or see people, and an import never overwrites it. When a legal name is wrong or shows oddly, set Goes by to the right name.

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Change someone’s role

Click the role on the person’s row and pick the new one. It saves at once. You can change the role of people below you in the role order, and only to a role below your own. A row you can’t change says why when you hover over it, for example Only someone above this person can change their role or You can’t change your own role. Nobody can change the Operator’s role or give it to anyone. The role decides what the person can do in Levelset, because each role carries a set of permissions; see Roles. Their positions, ratings and infractions stay as they were. A role is not a position. A position is a spot in the store where someone works a shift, for example Front Counter, and one person works many; a role is their standing in your organization, and each person has one at each store.

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Set areas and availability

Tick or untick an area on the person’s row; it saves at once. Areas decide which views the person appears in: the schedule’s area filters and the setup, the plan of who works which position through the day, which groups scheduled people by area. Someone with no area ticked can still be rated but is missing from the setup even when scheduled. When a scheduled person is missing from the setup, check their areas first. Click the person’s Availability and pick Available or Limited. Availability is a note for the people building the schedule and the setup; it doesn’t remove anyone from either.

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Open someone’s profile

Click the three-dot menu at the end of the row and choose View profile. The profile’s Overview tab has the person’s details and positions, including Position restrictions: a restricted position is never assigned to them in a setup. Other tabs include Positional Excellence, Evaluations, Discipline and Schedule. A tab is missing when your role can’t view that part of Levelset.

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Import from your scheduling system

Sync Employees brings people, and the week’s shifts, across from your scheduling system without retyping. Levelset holds no password for that system: you add a bookmark to your browser once, click it from your own signed-in session, and confirm the result in Levelset.

1. Click Sync Employees and pick your scheduling system. Use the button in the dialog to sign in to it in a new tab.
2. Drag the bookmark link from the dialog onto your browser’s bookmarks bar. Clicking the link does nothing; it has to be dragged. If the bar is hidden, press Cmd+Shift+B on a Mac or Ctrl+Shift+B on Windows.
3. In your scheduling system, open its Scheduling page, then click the bookmark. It reads what is on screen and sends it to Levelset; from any other page it picks up no shifts.
4. Back in Levelset, the dialog picks up the run. Review who is new and tick an area for each, since your scheduling system doesn’t carry areas. For anyone no longer on your scheduling system’s list, choose Keep or pick a termination reason. Someone still active at another store in your organization is kept automatically.
5. If the run captured a week, a schedule step shows it. Confirm to apply.

Nothing changes until you confirm in Levelset; the message in your scheduling system means the data was received, not applied. The import adds new people and flags people who have left. For people already listed it only fills in details that are blank here: email, phone, birth date, hire date and their ID in your scheduling system. It never changes a name, role, area or availability, except when you match a new person in the review to someone already listed: then that person takes the incoming email, phone, birth date, hire date and scheduling-system ID even where they were filled, plus any role, area or availability you set on that row. Shifts you built in Levelset are never replaced: the import updates and removes only shifts that came from an earlier import, and in a week your store builds in Levelset it only offers new shifts for you to add. Sync Employees > HR/Payroll Report fills in hire dates from a report exported from your payroll system: upload the report, match each row to a person, and confirm. A row it can’t match becomes a new team member, so check those before confirming.

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End someone’s employment

Say the new hire leaves after a few months. Open the three-dot menu on their row, choose Terminate employee, pick a Termination Reason (required; your organization sets the list on Pay and termination reasons) and click Terminate. They leave this store’s active team. Their ratings, infractions and history stay; form drafts they had started and not submitted are deleted. Their Levelset login, if they have one, is normally removed at the same time, and a message says what happened to it: removed, kept because they still work at another store, or kept for someone above them to remove. Access explains how Levelset decides.

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Bring someone back

Reinstating puts a terminated person back on the active team, for example someone ended by mistake or rehired.

1. On the Team members tab, click Terminated at the top of the list, beside Active. It lists the terminated people at every store you have access to, with their role, store, termination date and reason.
2. Click Reinstate on the person’s row.
3. The dialog names the store and role they return to: the ones they had when they left. Click Reinstate.

They are back at once, and their termination date and reason are cleared. If the termination removed their Levelset login, the dialog also shows Also restore their Levelset login, already ticked; leave it ticked to give the login back. The message after you confirm says whether it came back and, if not, why. Reinstating is refused when their role is at or above yours (You can only reinstate people below your level), for the Operator, and when their role has since been deleted from your organization. If they are not in your scheduling system, the next import lists them set to Keep with the date they were reinstated, so confirming it doesn’t end their employment again.

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Who can do what

If you’re missing something here, ask whoever manages roles in your organization to turn it on. See Roles.

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Common questions