Before employees can have time cards created for them in Raken, they need to be in your company directory and assigned to the relevant project. This article covers how to add employees individually or in bulk, and how to manage who appears on each project.
Quick Answer
To add workers to a project in Raken:
Add the employee to your company directory: Directory > Employees > + Employee.
Assign them to the project: Projects > [project] > Project directory > Employees.
Click + Add employee and select them from your directory.
Workers without a Raken login are added as Workers — supervisors enter time on their behalf. To give workers their own login for Time Clock, assign the Project Worker role.
Step-by-Step Instructions
This feature is available on the Raken web app only.
Adding Employees to Your Company Directory
Step 1: Navigate to the Employee Directory
Log in to the Raken web app. Click Directory in the left navigation, then click Employees.
Step 2: Add an Employee Manually
Click the orange + Employee button. Fill in the employee's details: First name, Last name (required) · Email and/or Phone number · Employee ID · Classification · Employee groups · Role. Click Save.
Tip: Check Create another employee before saving to keep the form open for back-to-back entries.
Step 3: Add Employees in Bulk via CSV
Click the ellipsis (...) near the top right of the Employees page and select Import. Download the sample CSV file, fill in the required fields, and click Upload CSV.
Assigning Employees to a Project
Step 4: Navigate to the Project Directory
Click Projects in the left navigation. Select the project. Click Project directory in the project left navigation, then click Employees.
Step 5: Add or Remove Employees
Click + Add employee and select from your company directory. To remove an employee, click the ellipsis (...) next to their name and select Remove from project.
Adding an employee to a project makes them available for time card creation. It does not grant app access unless they have a login role.
Understanding Worker Roles for Time Tracking
Worker — no Raken login. Added to projects so supervisors can create time cards on their behalf. Cannot clock in themselves.
Project Worker — has a limited Raken login (My Time and Schedule only). Can clock in and out using Time Clock. Requires the Time Clock add-on.
To invite as a Project Worker, assign the Project Worker role when creating or editing their profile in Directory > Employees.
Troubleshooting & FAQ
What is the difference between a Worker and a Project Worker?
A Worker has no Raken login — supervisors track their time. A Project Worker has their own login and can clock in/out on their own device via Time Clock.
Can I add the same employee to multiple projects?
Yes. Employees can be assigned to as many projects as needed. Their time cards on each project are visible in the global Time tab.
Why can't I find an employee in the project directory?
The employee must first be in your company directory. Go to Directory > Employees and confirm they exist. If not, add them using + Employee.
Who can add workers to a project?
Account Administrators can add any employee to any project. Project Administrators and Project Members can add or remove employees on projects they're assigned to. The Can manage employees and Can manage user roles and access permissions in Company > Roles & permissions control additional capabilities.
Technical Specifications
Compatibility: Web app only
Offline Capability: No — requires an active connection
Plan Required: All plans
Add-on Required: Time Clock add-on for Project Worker self-clock-in
Role Required: Account Administrator, or Project Administrator/Project Member with appropriate permissions
Considerations
Employees must be in your company directory before they can be assigned to a project.
Adding an employee to a project does not grant app access — login access is determined by their role.
Workers can have time cards created by supervisors. They cannot clock in themselves.
Project Workers require the Time Clock add-on to clock in on their own device.
Bulk CSV upload adds employees to your company directory — project assignment still needs to be done manually per project.
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