Add a Team Member

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 return to the Team list ready to open the new profile and 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 access to the Team module to add team members. Role-based permission controls for this action are in development; the + Add team member button is currently available to any user with access to the Team screen.
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 after you open it from the Team list; 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. The dialog uses a single combined name field; there are no separate first-name and last-name inputs.
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 Sam Jones's email address?"). Type the email and click Submit. The app accepts any text in the email field; there is no format validation and no uniqueness check during the add flow.
5. The profile is created immediately after you click Submit on the email dialog. The app returns you to the Team list without navigating to the new profile. There is no confirmation message and the list count may not update right away.
6. Search for the team member by name to locate them in the list, then click their name to open the profile. The Highest Position column shows Longterm Employee by default for all direct-add team members. This default prevents auto-archive before the team member has ever been scheduled.
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 but now there are two profiles with the same email.

OneClick does not check for duplicate emails during the add flow; a duplicate email is accepted without an error. If the email already belonged to another profile in your store or organization, you now have two profiles. Check the Team list with Include Archived turned on before adding if you suspect the person may already exist. To resolve duplicates, contact support.

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.

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?

Direct-add team members are scoped to the store where they were added. They are not automatically visible at other stores in your organization. If the team member works across locations, add them at each store separately, or onboard through a connected scheduling system that handles multi-location sync.

I added the team member but the app just went back to the list and nothing happened.

Working as designed. After the email is submitted, the profile is created immediately and the app returns to the Team list without navigating to the new profile or displaying a confirmation. Search by the team member's name to confirm the record was created and to open the profile for further configuration.

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.