Quick Start Guide For Managers

Learn quickly about Humanity's modules, the key functionalities and how to set up and manage your account.

Yasir Ehsan avatar
Written by Yasir Ehsan
Updated over a week ago


Welcome to Humanity, the online scheduling platform that optimizes employee scheduling, time tracking, vacation management, and payroll.

Get started by logging in and creating accounts for your employees. The dashboard is where you’ll find access to important modules and any notifications that need your attention.

Once you activate employee accounts and they’ve entered their availability, you’re ready to create a schedule. For additional information, best practices, and support, visit helpcenter.humanity.com or download the PDF here.

Step 1: Log In to Your Account

Google Chrome is recommended for the best user experience and performance. Humanity can also be accessed using the latest versions of Safari and Opera, but users may experience performance and/or usage issues.

To access your Humanity account, visit humanity.com/app and log into your account using the username and password created upon sign up. If you cannot remember your password, click the “Forgot Password?” link on the sign-in page.

Step 2: Create Accounts for Employees

Best practice: Save time activating employees by ensuring each one has an email address. Or, see below for instructions on importing staff with your CSV file.

Visit the Staff tab to create accounts for your employees. From the upper right corner, select Add Employees to create accounts in bulk.

This will take you to the next page where you can add your employees' details to add them to your account.

At the bottom of your screen, there are links if you wish to import your employees or to fill out a detailed form (recommended if adding one employee at a time).

Invite your added staff members by activating their accounts. You may activate your staff member, either manually or by sending an activation email.

Step 3: Create Locations and Positions

From the Staff tab, find the Locations & Positions sub-tab below the top navigation bar.

In the upper right corner, select New Location. Once you’ve created a location, you can add positions.

Depending on your business, positions may be used as:

  • Departments (Admin, Nursing, Pharmacy)

  • Job Roles (Floater, Operator, Volunteer)

  • Titles (Neurologist, Head Nurse, ER Doctor)

Assign employees to positions by going back to the Employees sub-tab.

In the drop-down menu next to the Add Employees, find Employee Assignment.

Note: Use Employee, Position or Skill filters for quick assignments.

Step 4: Create Accounts for Your Employees

Best practice: For security purposes, employees should create their own passwords. Use their email addresses to activate them in mass. Manually activated accounts will default to “password” as the account password.

From the Employees sub-tab, select one of your employees by clicking on their name. Scroll down to find the section labeled Admin Actions.

To activate an account by email or to mass activate all employee accounts, select your Not Activated staff from the left-hand side, and select the Send Activation E-mail Now button from the top banner.

Step 5: Customize Settings

Best practice: Auto-enable Leave Types in bulk for new or existing staff. Simply put, employees can only request the type of leave that has been enabled for them.

Customize Settings at the Account Level

Under ShiftPlanning, enable employees to trade shifts and drop shifts, and customize whether those actions can happen with or without manager’s approval.

Under Leave & Availability, create the type of leaves an employee can take, such as Sick Days, Vacation, Unpaid time off, Bereavement, Maternity/Paternity Leave, etc. After you’ve created leave types, enable them for each of your employees.For a thorough how-to on Leave, visit our Help Center.

Customize Settings at the Employee Level

From the Staff tab, select an individual employee.

Under Edit Details, set up the minimum and maximum hours an employee can work in a day and week. Inputting this information for each employee will make creating a schedule effortless.

Select Leave to enable or disable the type of leaves an employee can use.

Visit Permissions to change the account type for Supervisors and Managers. Employees and Schedulers can be granted permissions to manage specific positions and locations.

Step 6: Managing Availability

Best practice: Create a schedule after employees update their availability. By default, employees are set as available, 24 hours a day.

As an employer, you have the option to update your employees’ available working hours under the Availability module. However, it is recommended that employees set their availability from the mobile app (or by signing in to their accounts from their desktop). By default, their Availability indicates they are available to work, every day and all hours of the day. It is important for employees to enter the hours they are unable to work, so they are not scheduled for shifts they are not available.

One-time availability is used by employees to let employers know when they are not available for a one-off instance when their recurring availability states otherwise. Also, employees can use it to let their managers know when they are available to work, when normally they cannot.

Employees can use the Does Not Repeat option to apply for one-time availability to announce an upcoming doctor’s appointment or to pick up extra hours over the holiday season.

Step 7: Build a Schedule with ShiftPlanning

From the ShiftPlanning tab, create a shift for your positions or employees. It is recommended to build out a schedule from the Position View at a week’s glance.

After you’ve created a shift, select it to:

  • Create a Recurring Shift

  • Assign Staff

  • Set Open Slots

  • Add Shift Notes

  • Add a Required Skill

  • Fill Created Shifts using Auto-Fill Schedule

Once you’ve selected a shift, on the right side you’ll see Available employees and others with conflicts. A number in parentheses represents the number of hours they’ve been assigned for the week. Workers with a red warning icon, indicate a conflict of some type in their schedule, leave, or future availability.

Best practice: Save Schedule Templates by clicking the star icon at the top right of the schedule. Changes made to templated schedules will override the previously saved template and be used going forward.

When you start a new week, you can copy one of your templates into the blank week by selecting Copy Schedule from the dropdown in the upper right corner. You can choose to copy the shifts alone or the shifts with the specific employees assigned to them. After you’ve finished modifying the schedule, you can Publish it so the staff can access it.

Publish schedule to distribute the latest schedule to all employees. The schedule you are viewing will be the shifts that are published (one week, four weeks, etc.,). In case of any changes to a previously published schedule, the schedule needs to be published again.

Humanity Modules

Employees have multiple options when clocking in for their shifts.

  • They can use their Humanity App to clock in and out.

  • You can create physical stations so they can clock in and out from a designated terminal, such as a computer, laptop or tablet.

  • Use settings to customize whether clocking in/out requires GPS data, if it should take place at specific locations or stations, if it requires capturing a photo to prevent buddy clocking or for employees to log in using their username and password.

  • When employees use the Time Clock feature, settings can be customized so their managers or supervisors must approve of their timesheets.

To require employees to clock in from specific locations and terminals, you must create a Time Clock Location. After creating a location, you must create a Time Clock Terminal.

If employees will clock in/out from their Humanity App only, then you do not need to create any additional Time Clock Locations.

If employees can request time off (whether paid or unpaid), use our Leave module to approve or reject leave requests. Employees can request time off using the Leave feature to request partial or full days off. Customize how far in advance employees must request leave types, such as vacations or family and medical leave.

If an employee requests time off when they are scheduled to work, before you approve or reject their leave request, Humanity shows you what shift needs to be covered and which employees are available to replace those employees.

If you have not created leave types or assigned them to employees, the employees will not be able to request leave.

Humanity provides export options for many payroll providers, directly from the platform. Simply export your payroll from the list of providers and import the file into your payroll provider, such as QuickBooks or ADP.

By default, employees are not paid for the time they take breaks. Employees can “take a break” from the Humanity app. If your employees are entitled to paid breaks, this can be customized on the account level. If employees are using Humanity’s Time Clock, timesheets can be approved prior to hours being finalized for payroll.

If you have any further queries, please don't hesitate to reach out to us at support@humanity.com.

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