Adding Employees

Before you can schedule shifts, you need to add your employees to medishift. You can decide whether to invite them immediately via email or later.

Finding the Feature

1. Go to Employees in the main menu
2. Click the + Add Employee button in the top right

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Creating an Employee

After clicking + Add Employee, a dialog opens with all input fields.

Required Fields

Field	Description
First Name	The employee's first name
Last Name	The employee's last name
Location	The location the employee is assigned to (each employee can only be assigned to one location)
Role	Employee or Administrator (see Roles)

Optional Fields

Field	Description
Title	Academic title (Dr., Prof. Dr.)
Email	Email address – required if you want to send an invitation
Work Areas	Work areas where the employee can be scheduled

Assign Work Areas Immediately

You can assign work areas when creating the employee. The employee will then automatically appear in the shift plan for those areas. Work areas can also be added or removed later.

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Roles

When creating an employee, you select a role that determines what permissions they have.

Role	Permissions
Employee	Can view own schedule, request absences, enter unavailabilities
Administrator	Can additionally manage employees, create shifts, approve absences, and change settings

Changing Roles

An employee's role can be changed from "Employee" to "Administrator" afterwards. Demoting from Administrator to Employee is not possible.

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Inviting Employees

For an employee to log into medishift, they need to receive an invitation. You have two options:

Option 1: Invite When Creating

1. Fill in all fields, including email address
2. Enable the checkbox Send invitation email
3. Click Save

The employee receives an email with an invitation link.

Option 2: Invite Later

You can also create an employee without an invitation and send it later:

1. Create the employee without enabling the checkbox
2. Go to the employee overview later
3. Click the ⋮ three-dot menu on the right side of the employee
4. Select Invite from the dropdown menu

When to Invite Later?

This option is useful when you want to add all employees and prepare the schedules first, before giving employees access.

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Invitation Link

The invitation link that the employee receives via email has important properties:

Property	Value
Validity	24 hours
Usage	One-time – invalid after use
Resend	Possible at any time – old link becomes invalid

Invitation Status

In the employee overview, you can see the current invitation status:

Status	Meaning
Not Invited	Employee was created, but no invitation sent yet
Pending	Invitation was sent, employee hasn't registered yet
Accepted	Employee accepted the invitation and can log in

Resending an Invitation

If the invitation link has expired or the employee didn't receive the email:

1. Open the employee overview
2. Click the ⋮ three-dot menu on the right side of the affected employee
3. Select Resend Invitation from the dropdown menu

The old link automatically becomes invalid and a new link with 2-hour validity is sent.

Same Process

Inviting later and resending an invitation work through the same three-dot menu. Depending on the employee's current status, the appropriate option is displayed.

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Practical Examples

Example 1: Invite New Employee Immediately

Dr. Anna Schmidt is starting as a new physician on the team.

Process:

1. Click + Add Employee
2. Fill in:
   • Title: Dr.
   • First Name: Anna
   • Last Name: Schmidt
   • Email: anna.schmidt@practice.com
   • Location: Main Practice
   • Role: Employee
   • Work Areas: Consultation Room 1, Lab
3. Enable Send invitation email
4. Click Save

Result: Anna receives an email and can register within 24 hours.

Example 2: Prepare Multiple Employees

New Practice is opening – 5 employees need to be added, but they should only get access in a week.

Process:

1. Add all 5 employees without invitation
2. Assign them to work areas
3. Create the schedules for the first week
4. Send invitations to everyone the day before opening

Benefit: Planning is complete before employees have access.

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Frequently Asked Questions

Can I create an employee without an email?

Yes. The email is only required if you want to send an invitation. You can create employees without an email and schedule them in the shift plan – they just won't be able to log in themselves.

What happens if the invitation link expires?

The employee can no longer register. You can send a new invitation at any time – the old link automatically becomes invalid.

Can I change the role afterwards?

You can promote an employee to Administrator. Demoting from Administrator to Employee is not possible.

How many employees can I add?

This depends on your subscription. You can see how many seats are still available in the settings under Plan.

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Summary

Aspect	Details
Required Fields	First Name, Last Name, Location, Role
Email	Only required for invitation
Work Areas	Optional, can be assigned later
Invitation Link	Valid for 24 hours, can be resent
Roles	Employee (limited) or Administrator (full access)

Recommendation

Assign new employees to the appropriate work areas when creating them. This way they immediately appear in the shift plan and you can start scheduling.