How to Assign Employees to Time Policies in Raken

Every employee in Raken must be assigned to a Time Policy. The policy they're assigned to governs how their time cards are tracked — including overtime rules, breaks, pay types, and shifts. Assigning employees to the right policy ensures accurate payroll from day one.

Quick Answer

To assign employees to a Time Policy in Raken:

Log into the Raken web app.
Click Company in the left side menu, then click Time, then click Policies.
Click Edit policy on the policy you want to assign employees to.
Click Employees in the policy left side menu.
Check or uncheck employee names to assign or remove them from the policy.
Click the orange Save button.

Step-by-Step Instructions

Step 1: Navigate to the Policy

Log into the Raken web app. Click Company in the left side menu. Click Time, then click Policies. Click Edit policy on the policy you want to assign employees to.

This feature is only available on the Raken web app.

Step 2: Open the Employees Section

Click Employees in the policy left side menu. A full list of all employees in your organization is displayed here.

Step 3: Filter the Employee List

Use the filter options at the top of the list to find specific employees faster. You can filter by:

Assignment status — show only employees currently assigned or unassigned to this policy
Employee profile status — active, inactive, or invited
Group — filter by employee group assignment

This is particularly useful for large organizations with many employees across different crews or classifications.

Step 4: Assign or Remove Employees

Check the box next to each employee's name to assign them to this policy. Uncheck to remove them. All selected employees will have their future time cards governed by this policy once saved.

Step 5: Save

Click the orange Save button in the top right corner. The assignments take effect immediately for all future time cards.

If an employee works on projects with unique time tracking requirements that differ from their assigned policy, you can override their policy at the project level. See Enabling and Managing Project Level Time Policy Exceptions.

Troubleshooting & FAQ

What happens if an employee isn't assigned to any policy?

All employees must be assigned to at least one Time Policy. If your account has only one policy, all employees are automatically assigned to it. If you create a second policy, you must manually assign employees to the correct one — employees are not automatically moved.

Can an employee be assigned to more than one policy?

No. Each employee is assigned to one Time Policy at a time. If an employee's role changes and they need different rules, update their policy assignment. For project-specific exceptions, use project-level time policy exceptions instead of changing the employee's default policy.

Can I filter employees by group when assigning?

Yes. Use the Group filter on the Employees page to narrow the list to a specific employee group — useful when multiple crews or departments follow different policies.

Do assignment changes affect existing time cards?

No. Policy assignment changes apply only to time cards created after the change is saved. Existing time cards follow the rules that were active when they were created.

How do I handle employees who regularly move between policy rules?

Set up project-level exceptions. This lets you assign a different Time Policy to a specific project without changing the employee's default policy. See Enabling and Managing Project Level Time Policy Exceptions.

Technical Specifications

Compatibility: All major web browsers — Time Policy assignment is web-only
Offline Capability: No — requires an active connection
Data Format: N/A
Plan Required: No plan restrictions — available on all Raken plans
Add-on Required: None
Role Required: Account Administrator only

Considerations

Only Account Administrators can assign employees to Time Policies.
All employees must be assigned to at least one Time Policy — if only one policy exists, all employees are assigned to it automatically.
Each employee can only be assigned to one Time Policy at a time.
Policy assignment changes apply to future time cards only — existing time cards are not retroactively updated.
For project-specific exceptions, use project-level time policy exceptions rather than changing an employee's default policy. See Enabling and Managing Project Level Time Policy Exceptions.
No plan restrictions apply — this feature is available on all Raken plans.