Team member settings: every section of the profile

▶ 4:05

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Every person's setup lives on the Team page. Open Team. Send SMS Consent texts everyone who has a phone number but has not agreed to texts yet. Until they reply yes, SafeShift cannot text them break reminders. Untick anyone you want to skip, then send. Invite team to the app emails each person a link, in English and Spanish, to set a password and download the app. Links last seven days. Owners and people who already have an account are skipped, and you can text the link as well.

Now the part that matters most: each person's settings. Click Edit on anyone. The top is who they are: name, phone, email, the preferred language for every text and prompt, and the home address the wage notice needs. Hire date starts sick leave accrual. Pay type is hourly or salary. Roles and pay rates. The role a shift is scheduled or worked as decides its pay rate. Tipped means they are asked to declare their take-home tips at clock-out, which feeds tip reporting and tip-credit rules.

Switch to Salary and you enter the annual amount instead. SafeShift shows whether that salary allows an exempt classification in their state. Below the floor it stays non-exempt. Tip pools. Follows policy means managers never receive from a pool and everyone else does. Excluded never receives. Eligible lifts a title-based exclusion for someone who really works the floor.

Add another role for people who work more than one job, each with its own rate. Rate history lets you back-date a raise or schedule one. Access level is what their login opens. Team member: the employee app only. Shift Lead runs the floor: schedule, clock station and compliance, never pay. Manager adds Team, Documents, Reports and Pay. Location Admin adds owner-level control of their locations.

Pick one and it takes effect at their next sign-in. Dropping back to Team member turns the manager login off immediately. Punching and the employee app are not affected. Departments: which crew they belong to. A shift lead in a department manages just their crew. Anyone in no department stays visible to every lead. Kiosk PIN is their four-digit code for the entrance tablet: show it, regenerate it, or set a custom one. App Setup shows whether their account is active.

Break Reminder Delivery shows whether texts can reach them. No consent, no text. Record consent logs one you collected on paper. Three exclusions, each for a specific case. Exempt from compliance tracking skips break reminders and violation checks, for POS terminal accounts or non-hourly staff. Exempt from paycheck certifications leaves them out of every certification send, for people on leave or seasonal staff. Not a payable person removes them from payroll entirely. That one is for register accounts that are not people. Never use it for a real employee, because archived staff are still owed their hours.

Meal Break Waiver. In California an employee may waive the meal break on shifts of six hours or less. Send Waiver Request asks them once, by text or in the app, and their signed answer is stored. Already have a signed paper waiver? Tick Waiver on file. The extended limit applies immediately, and you can upload a scan of the paper for your records.

Remove the waiver and the extended limit is revoked. Every change here is dated. Works at lists every location this person works. Add one, and their hours at both count toward daily and weekly overtime as one employer. If the second location is a separate company, SafeShift keeps the pay records separate automatically.

Pick the location and save, and the same person now appears on both teams. And if someone was added twice by mistake, Link an existing record joins the two into one profile. Click Save Changes, and that is one team member's settings, every section explained.

Click Edit on anyone on the Team page and every setting that shapes their pay, their breaks and what they can see lives in one profile. The video walks the two team-wide modals first (Send SMS Consent and Invite team to the app), then the profile top to bottom. The steps below say what each section changes.

1. 1

   Send SMS Consent and Invite team to the app

   Send SMS Consent texts everyone who has a phone number but has not agreed to texts yet; until they reply YES, SafeShift cannot text them break reminders. Untick anyone to skip. Invite team to the app emails each person a link (English + Spanish) to set a password and download the app; links last 7 days, owners and people who already have an account are skipped, and you can text the link too.

2. 2

   Who they are

   Name, phone, email, preferred language (every text, push and kiosk prompt follows it — one setting, every surface) and the home address the WTPA wage notice requires. Hire date starts sick-leave accrual and its waiting period.

3. 3

   Pay type, roles and pay rates

   Hourly or Salary. The role a shift is scheduled or worked as decides its pay rate, so Add another role for people who work more than one job, each with its own rate. Rate history back-dates or schedules a raise (every rate is effective-dated — never overwritten). Under Salary you enter the annual amount; SafeShift shows whether it clears the state's exemption floor, and below the floor the classification stays non-exempt.

4. 4

   Tipped and tip pools

   Tipped means they are asked to declare their take-home tips at clock-out (kiosk and employee portal); declarations feed tip reporting and tip-credit compliance. Tip pools: *Follows policy* = managers (login or title) never receive from a pool, everyone else does; *Excluded* = never receives; *Eligible* lifts a title-based exclusion for someone who really works the floor. Manager logins and owners can never be made eligible (CA §351).

5. 5

   Access level

   What their login opens. Team member: the employee app and portal only — punches, schedule, their own pay. Shift Lead: runs the floor — Schedule, Clock Station and Compliance — and never sees pay rates, premium dollars, Team, Documents or Reports. Manager: everything a Shift Lead has plus Team, Documents, Reports and Pay & Tips. Location Admin: everything a Manager has plus owner-level control of their assigned locations (feature switches, clock modes, POS integrations, location billing). A change takes effect at their next sign-in; dropping back to Team member turns the manager login off immediately, and punching is unaffected.

6. 6

   Departments, Kiosk PIN, App Setup

   Departments are the crews they belong to: a shift lead assigned to a department manages just that crew, and anyone in no department stays visible to every lead. Kiosk PIN is their 4-digit code for the entrance tablet (show, regenerate or set a custom one; they also see it in their app profile). App Setup shows whether their account is active.

7. 7

   The three exclusions

   Exempt from compliance tracking skips break reminders and violation checks — for POS terminal accounts (KDS, registers) or non-hourly staff. Exempt from paycheck certifications leaves them out of every certification send — for people on leave, seasonal staff not working this period, or non-hourly owners. Not a payable person removes the account from payroll entirely — for register accounts whose punches are terminal sessions, not work. Never use it for a real employee: archived staff are still owed their hours.

8. 8

   Meal break waiver (California)

   An employee may waive the meal break on shifts of 6 hours or less. Send Waiver Request asks them once, by text or in the app, and the signed answer is stored with the date. Already have a signed paper waiver? Tick Waiver on file: the extended break limit applies immediately and you can upload a scan for your records. Removing the waiver revokes the extended limit; every change is dated.

9. 9

   Works at: more than one location

   Lists every location this person works. Add location and their hours at every listed location count toward daily and weekly overtime as one employer. If the second location belongs to a separate company in your group, SafeShift keeps the pay records separate automatically. If the same person was added twice by mistake, Link an existing record joins the two into one profile.