Create a new worker record

Lumary WFM - This article explains how to add a new worker by creating a new worker record.

To include a worker on rosters, calendars and planned services, you'll need to capture their information on a worker record. Information on the worker record includes their employment and contact details. It can also link to other records to manage assignments, payment and availability.

Required and supported packages

Available with: Lumary WFM
Supported in: Lumary DC

Before you begin...

If the worker also needs to log into Lumary for things like completing sessions and adding case notes, they'll need to be added as a Salesforce user. A system administrator can either:

• add them separately as a new user, or
• use the User Set Up Console, which combines the process of creating a new user and their worker records.

To create a new worker record:

1. Click on the Contacts tab. You may need to locate it under the More drop down list, or by clicking on the App Launcher nine dot icon and searching for contact. This will open the Contacts list view.

To avoid duplicates, set the list view to All Workers and use the Search this list... field to search for the worker.

2. Click on the New button.
3. Click on Worker to set the record type to Worker.
4. Click on the Next button.
5. Complete the New Contact: Worker form as explained in the following table. Fields with an * asterisk are mandatory.

Field	What to do
Worker Demographics
Salutation	Select a salutation. This is a required field if the worker needs to be set up for payroll.
First Name	Enter the worker's first name.
Last Name	Enter the worker's last name.
Preferred Name	Enter a name here if the worker prefers to be called by another name or alias.
Account Name	Search for and select an account for this type of worker.
* Status	Select Active to make the worker available in other parts of the system.
Birthdate	Enter the worker's date of birth. This is a required field if the worker needs to be set up for payroll.
Gender	Select a gender. This field uses gender terms required for some funding reporting requirements.
Employment Details
* Start Date	Select the date the worker started work with your business.
End Date	Select the date the worker will finish work with your business (if it's known, e.g. if they have a specified term in their contract).
User	If the worker will need to log into Lumary, search for and select their Salesforce user account. If you can't find them, you or your system administrator may need to add them as a new user.
Worker Role	Select the worker's role. This is used for filters that help identify specific types of workers in calendars and other parts of the system.
Default Worker Assignment	Worker assignment records include the worker's employment type, frequency, hours and rate. The default worker assignment is used when rostering appointments where an assignment is not specified.  This should be synced from the payee's assignment record if the worker needs to be set up for payroll.
Availability Template	Select a template. If the worker is usually available for a common work pattern, the availability template will add those times to their calendar.
Public Holiday Calendar	Select a calendar to determine which public holidays will apply to the worker.
Primary Payee Record	The payee record stores information about how a worker will get paid, including their assignment, payroll and withholding (tax and super) details.
Primary Site	Select the site where the worker will complete most of their work.
Contact Details
Mobile	Enter the worker's mobile phone number.
Email	Enter the worker's email address. We recommend that this be the same as the address used to set them up as a user in Salesforce.
Address Details
The address fields capture the user's address details. These fields are required if the user needs to be set up for payroll.

6. Once you've filled in all of the mandatory fields and any required fields, click on the Save button.

This will save and open the worker's record. From here, you can add additional information, including:

• tags for matching the worker to clients
• ad hoc availability, and
• leave.