---
title: "Add employees"
canonical: "https://support.out-smart.com/space/TIB/418512956/Add%20employees"
format: markdown
---
Adding employees is essential for using OutSmart. Only if an employee within OutSmart exists and is active, this person can log in to the back office and the app and only then can work orders be assigned to him/her.
Employees can be added via a software integration, import file (see Settings > Import data) or by adding the employees manually. We will discuss the latter in this article.
Go to Settings > Groups > Employees and click Add. You can then fill in the details of the employee. There are a few fields required to fill in:
> ℹ️ - First name
> ℹ️ - Last name
> ℹ️ - Employee number: this must be a unique number per employee
> ℹ️ - [Role](https://out-smart.atlassian.net/wiki/spaces/TIB/pages/418644008)
> ℹ️ - User name: this must contain an ‘@' between letters, but it is not necessary to be a valid e-mail address. However, we do advise to fill in a valid e-mail, especially for the employees that are marked as 'Customer support user’
> ℹ️ - Login options: here you can select several options to create a password.
> ℹ️ - No action: for now the employee has no password, so can not be logged in. Later you can edit this employee and select one of the options below.
> ℹ️ - Send login link: the employee receives a link in his e-mail with a link with which he logs in to the app immediately.
> ℹ️ - Send password reset: the employee receives an e-mail with a link. By clicking on the link he can fill in his own password.
> ℹ️ - Enter password: now you can create a password for this employee.
> ℹ️ - Generate a strong password: with this option OutSmart creates an password for this employee.
You can also leave more information with the employee, but this is not mandatory. Below the 'Number' field is the term 'Active' with a square behind it. The moment you check this box, the employee is activated, so that he can log in and be shown on the planning board. Every active employee needs a [license](https://out-smart.atlassian.net/wiki/pages/createpage.action?spaceKey=OKB&title=Activate%20Account%20%26%20Buy%20Licences.).
So you have the option to create a new employee who only starts in a month, but only activate it on the day that he actually starts working.
## Availability
You can also enter the availability of the employee. This allows you to show employee's availability on the scheduler. For example, if someone is free every Monday, you can indicate this here and it becomes clear on the planning board that he should not be scheduled on Monday. You can schedule it, but the scheduler indicates that the employee is not available.
By ticking or unchecking a day, the availability of that employee is adjusted in the scheduler. You can also set the time that someone can be scheduled based on the sliders. This becomes visible in the timeline view of the planning board. The number of hours per day that you can enter here results in the total number of hours that someone works in the week. This is seen in the Timesheet (Pro version).
You can also indicate a temporary different availability by unchecking the 'Global planning' box and choose a week in which the availability differs from the default availability.
Employees can be added to the scheduler by clicking on the orange plus-sign next to Resources (on the scheduler). [Here you will find more information about how to do this.](https://out-smart.atlassian.net/wiki/spaces/TIB/pages/418512966)