Updating the Member Profile

For Members

Members have the ability to update a limited number of things within their profile. To update your profile, click the “person” icon in the upper-right hand corner of your account. The icon appears next to your name and says “User Settings” when hovering.

Once in your profile, you’re able to update the following:

After making any update(s), click “Update” at the bottom of the page.

Note: Some organizations prevent the ability for members to opt-out of certain automatic notifications from the software.

Member List Opt-in/Out

All eSchedule accounts come with a member list that displays all members and their contact information (Schedule > Member List). Members have the ability to control what information is displayed to other members on this list.

To update the information that is displayed, navigate to your profile and scroll down to the “Contact Information” section. If you wish to hide all contact information, uncheck the “Member List Opt In” box.

If you wish to only hide certain pieces of information from being displayed:

  1. Leave “Member List Opt In” checked.
  2. Next to the specific item you wish to not be displayed, uncheck the box. For example, if you don’t want your home address to be displayed, uncheck the box next to “Address”.
  3. After making any update(s), click “Update” at the bottom of the page.

For Administrators

eSchedule Administrators have full control over all items within the member profile.

  1. Navigate to “Administration > User Management”.
  2. Click the User ID of the member you wish to update.
  3. Once updates are complete, scroll to the bottom of the page and click “Update”.

Adding or Inactivating User Accounts

This article is for Administrators.

Adding a User Account

  1. Navigate to “Administration > User Management”.
  2. Click the blue “+” symbol at the top of the page.
  3. To create a new account, the following fields are required:
    1. User ID
    2. Password
    3. First Name
    4. Last Name
  4. We recommend also populating the following fields upon account creation:
    1. Member Type
    2. Career Type
    3. User Type
    4. Roles
    5. Start Date
  5. At the bottom of the page, click “Add”.
  6. All other fields can be completed later, if necessary.
  7. Important: Members are not notified of account creation even if they have a valid e-mail entered in the profile. You will need to send the member their User ID and Password so they can login.
  8. The rest of the user profile can be completed at any time. After making changes, click “Update” or “Update and Close”.

Note: If you’re attempting to add a user account and doing so will exceed your maximum number of users, please contact the Support Team.

Also see Member Positions & Clearances

Inactivating a User Account

It is not possible to delete a user account. By not deleting, you’ll always be able to access the member’s old schedule as well as their time card data. This is important for historical purposes in the event your organization is ever questioned by a member or authorities regarding their schedule or pay.

In lieu of deletion, you are able to inactivate a user account:

  1. Navigate to “Administration > User Management”.
  2. In the “User ID” column, click the name of the member you wish to inactivate.
  3. Locate the “Status” field and change it to “Inactive”.
  4. Scroll to the bottom of the page and click “Update”.
  5. At this point, the member will no longer be able to login to eSchedule. All their old schedules, data, time cards, etc. will remain in tact.

IMPORTANT: For customers using the Timekeeping Module:

  • If you need to inactivate a member’s account in the middle of a pay period, they must remain in an “Active” status in eSchedule until after the payroll export file has been processed.
  • Given this, for security purposes, we recommend doing the following when a member has left your organization in the middle of a pay period:
    1. Change their password within their member profile.
    2. “Cut” their “E-Mail Address” from that field and “paste” it into the “Notes” field. This will prevent them from being able to retrieve the newly reset password. It will also prevent them from receiving any further communications from eSchedule.
    3. “Cut” their “Text Message Address” from that field and “paste” it into the “Notes” field.
  • After payroll has been run, you may proceed with inactivating their account as described above.