Add a Team Member

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At a glance

Adding a team member creates a new profile in OneClick directly from the Team list, with just a name and email address. Two dialogs collect the essentials, the profile is created, and you land on it ready to set permissions, PIN, phone number, and any other details. This direct-add path is for team members not coming from a connected scheduling system; HotSchedules and Vendor Bridge sync new team members automatically.

Before you start

1. You need a role with permission to add team members. [VERIFY: exact permission label and the role tier that carries it; likely Manager-level or higher.]
2. Have the team member's full name and a valid email address ready. Both are required to complete the workflow.
3. Confirm the team member is not already coming through a connected system. If your store uses HotSchedules or Vendor Bridge, new team members hired through those systems sync to OneClick automatically; adding them manually here would create a duplicate that support would have to clean up later.
4. Decide whether you also want to set the team member's PIN, phone number, permissions, and other profile details right after creation. You can do all of those from the profile that opens after creation; see Edit a Team Member Profile.
5. Estimated time: under one minute to create the profile, then a few minutes more to configure permissions and PIN if you do those right away.

Steps

1. Open Team from the left navigation menu. The Team list appears with the FOH/BOH toggle, search, and filter row at the top.
2. Click the + Add team member button. It sits at the bottom right of the Team list, next to Export.
3. The first dialog asks "What is the name of this employee?" Type the team member's full name and click Submit. [VERIFY: confirm the dialog accepts a single field for the full name and not separate first and last name fields.]
4. The second dialog asks for the team member's email address, with the name you just entered interpolated into the prompt (for example, "What is Daniel L Higbee's email address?"). Type the email and click Submit. [VERIFY: confirm format validation rules and whether there is an email-uniqueness check across the store or organization.]
5. A "Creating team member..." status message appears briefly inside OneClick while the profile is created. The new team member's profile then opens with all tabs empty: no Schedule, no Breaks, no Moola, no Infractions, no Ratings, no Passports.
6. The new profile is marked Longterm Employee by default in the top right. [VERIFY: confirm that all new direct-add team members default to Longterm Employee, and what that status means for auto-archive behavior.]
7. The phone number defaults to (555) 555-5555 and the email displays partially masked. Update phone, set a PIN, configure permissions, and edit any other field via Edit a Team Member Profile.

Video

Video coming soon.

Common gotchas

The dialog asked for an "employee" but the button said "team member." Are they the same thing?

Yes. The product uses both terms interchangeably; "team member" is the canonical word in OneClick documentation and most UI surfaces. The Add dialog is the one place that still says "employee." This is a UI inconsistency, not a different workflow.

The team member I just added has no PIN, no phone, no permissions. Now what?

The Add workflow only collects name and email. Everything else (PIN, full phone number, permissions, role-specific settings, training position assignments) gets configured through Edit a Team Member Profile or through the Permissions tab on the profile. Plan to follow up immediately after creation if the team member needs to sign in or be scheduled the same day.

The team member's name shows as partially masked instead of the full name.

OneClick masks team-member names for privacy when displayed to roles that do not have full visibility permission. The displayed view typically shows the first letter or two followed by asterisks (for example, the first name and last initial, with the rest of the surname hidden). The full name is stored correctly; only the displayed view is masked for some viewers. If you should be seeing the full name and you are not, your role may not carry full-visibility permission. See Understand Permission Levels.

I tried to add a team member and got an error about a duplicate email.

[VERIFY: confirm whether OneClick rejects a duplicate email at the store level, the organization level, or not at all.] If duplicate emails are not allowed, the team member may already exist in your organization at another store. Check the Team list with Include Archived turned on, or contact support to confirm.

The new team member is not scheduled within the next 30 days, but their profile says Longterm Employee.

Working as designed. New direct-add team members are marked Longterm Employee by default to prevent auto-archive before they ever get scheduled. Once they start picking up shifts, the status reflects their real schedule cadence. [VERIFY: confirm the auto-archive rule for Longterm Employee versus other statuses.]

A team member was added directly here but should have come through HotSchedules sync.

Direct adds and synced records are independent in OneClick. If you direct-added a team member who later syncs in from HotSchedules with the same email, you may end up with two profiles, and the HotSchedules-linked profile will be the one that updates with shifts going forward. The cleanest fix is to deactivate the direct-added profile (see Deactivate a Team Member) and use the sync-created profile as the canonical record. If you have already done significant configuration on the direct-added profile (permissions, PIN, ratings), contact support to merge.

I added a team member at one store. Are they automatically visible at our other stores in the organization?

[VERIFY: confirm whether direct-add team members are scoped to the store where they were added or visible across all stores in the organization. Multi-store operators behave differently from single-store.]

The team member needs to sign in. What happens next?

The team member receives no automatic email or invite from OneClick on direct add; they need their email address (the one you just entered) to sign in, plus the password they set on first sign-in. Walk them through Sign In to OneClick. If your store uses the Service Account on shared devices, the team member can also use the cowboy hat Guest sign-in once their PIN is set. See Understand the Service Account.

I made a typo in the name or used the wrong email.

Open Edit a Team Member Profile from the team member's profile and update the field. Name and email are both editable after creation, though changing email may affect sign-in if the team member has already signed in once.

I want to add several team members at once.

The Add team member workflow is one-at-a-time; there is no bulk-add through this surface. For onboarding a class of new hires, plan a short batch session: add each team member, then loop back to Edit a Team Member Profile to set PINs and permissions in a second pass. If your store uses HotSchedules or Vendor Bridge, hire through those systems and let the sync handle the OneClick-side creation in bulk.

Cancel was clicked partway through. Did anything get created?

Clicking Cancel on either dialog stops the workflow without creating a profile. If you canceled on the email dialog after entering a name on the first dialog, the name is discarded as well; nothing persists until both dialogs are submitted.

Related articles

1. Understand the Team Member Profile (Reference) for the structure of the profile that gets created.
2. Edit a Team Member Profile (How-To) for setting PIN, phone, permissions, and other fields immediately after creation.
3. Deactivate a Team Member (How-To) for the lifecycle counterpart, including handling duplicate profiles.
4. Reactivate an Archived Team Member (How-To) when an archived profile already exists for a returning team member.
5. Understand Permission Levels (Reference) for the permissions that gate visibility and access after creation.
6. Request a Permission Change (How-To) to set the new team member's role-level permissions.
7. Sign In to OneClick (How-To) for the team member to sign in for the first time.
8. Understand the Service Account (Reference) if the team member will use a shared store device.

Still stuck

If the Add team member button is missing, the dialog will not accept your input, the profile is not created after Submit, or the resulting profile is missing data, submit a support ticket and include:

1. Your store number.
2. The name and email you tried to add.
3. What error message appeared, if any.
4. A screenshot of the Team list and the dialog.
5. Whether your store uses HotSchedules or Vendor Bridge.

Support typically responds within one business day.

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Pre-publish checklist

49 91f59fde-618b-4b07-af00-2c0d5aa01689 complete Seven sections filled.

50 a2ceea66-0654-432c-9c1d-aa786b4b2866 complete Multi-step How-To workflow grounded in supplied screenshots.

51 57c1d8a3-030a-47d3-8376-f5c5dc9b06fb complete Direct-add vs sync distinction surfaced at top and in gotchas.

52 ec304a42-78af-4ea5-b47a-21fad82b0eeb complete No em dashes.

53 2aaa12b0-adb1-4f5a-8809-ffa302ada7db complete Permission-based role references.

54 2e7ac8ea-df52-415b-8661-c9e46a75c205 complete Voice: leader, not operator.

55 d84e9db3-fab1-45c7-be6b-24ffddd448a4 complete No real identifying data (the screenshots use "Daniel L Higbee" but the article uses generic phrasing).

56 e4b1388a-b253-4e37-9160-a43c287c519f complete HotSchedules-or-OneClick sync behavior called out.

57 50fd95aa-444a-4e41-a528-39a7df2e195e complete Default values (Longterm Employee, placeholder phone) noted.

58 47c94771-e6ee-4c43-9c51-6e6b10c71c76 complete Duplicate-profile risk surfaced.

59 7719c05c-4994-475a-9fa6-d99e167dd46d complete Cancel-partway gotcha covered.

60 ef9fa08d-e65f-4a6b-a674-24e2a624800e complete In-app status message described as OneClick's own UI.

61 39d83147-6c9c-4429-9ffd-8dcc02ac8de4 complete v2: masked-name gotcha heading rephrased to avoid Markdown bold-parsing render glitch with asterisks.

62 fcaa0996-80d4-468c-adbc-7421ea4d24ec complete v3: any reference to Toast stripped.

63 81e55e3c-2f9b-426d-87b3-e26c72ec39f1 incomplete UI verified against Production by Jared.

64 6044ca9b-f153-44a5-b169-5efa8cef507e incomplete Screenshots inserted at decision points (Team list with button, name dialog, email dialog, in-app status message, new profile landing view).

65 19208efa-ef61-46d4-9d50-ed041908a2e8 incomplete Reviewed by Jared and Kevin.

Why this article exists

Slot 24 in the Phase 1 Core queue, paired with Understand the Team Member Profile (Wave 1B Reference). Blocked at drafting since Phase 1 (Flag 25) on source clarification: which path is canonical for adding a team member, given the HotSchedules and Vendor Bridge sync paths exist alongside a direct-add option. Resolved Turn 55 (Phase 2 Q3) when Dan supplied production screenshots showing the direct-add two-dialog workflow.

CFA strategic context: every new store onboards team members during their first week. A clean, simple, deflection-ready Add a Team Member article is foundational for the 200-store 2026 goal because the alternative is operators figuring it out by exploration and opening a ticket when they hit any friction. The two-dialog workflow is genuinely simple, which makes the deflection target high-value: most adds will go through without a ticket once this article is live and the operator knows it exists.

Source

Drafted from production screenshots Dan supplied April 25, 2026: Team list view, Add team member button location, the two creation dialogs (name then email), the in-app "Creating team member..." status message, and the resulting empty profile. The screenshots cover the workflow exactly; remaining VERIFY blocks address behaviors (default permissions, multi-store scope, email uniqueness, auto-archive interaction) that screenshots cannot confirm. No HotSchedules walkthrough required for this article because the direct-add path does not touch HotSchedules.