Working With Employees

Employee Status

When uploading Employees, their status field must be set correctly to enable their account.

The status field indicated the employee’s current hire status. If the status field is set to Active, it indicates that the employee is currently employed, and they will be able to access all WFH features. If an Employee has a status of Inactive, their WFH account will be set to a “read-only” mode. An inactive Employee is still allowed to log into WFH in order to receive termination documents, such as final paystubs and W2s.

Setting an Employee’s termination date in the future will cause their status to be set to Inactive on that day.  Setting it to the current day or in the past will cause their status to be set to Inactive immediately.

Please note that a Client will be billed for an Employee who has had a status of Active for at least 48 hours during the billing period. In order to prevent a Client from being billed further, set the Employee’s status flag to Inactive or Disabled.

Employee IDs vs. Employee Codes

In API endpoints Employees can be identified either by their employeeId or by their employeeCode. employeeId is the WFH internal identifier for an employee, while employeeCode is an arbitrary identifier for the Employee, created by the integration partner.

Swipeclock suggests that employeeCode be set to the Employee identifier from the external/payroll system that you are integrating with. This will allow the integrator to use employeeCode for all WFH API endpoint calls to identify employees. This will make developing the integration easier, as there will not be any need to match the WFH internal Ids to the Payroll/externals system’s Employee identifiers. All the examples in this documentation will use employeeCode to identify employees.

Syncing Employees

Employees can be synced from an external provider to WFH using the Upsert Employee endpoint.