How to Add Coworkers in Beam
It’s very simple! From the Coworkers tab in the left sidebar, you can view the list of existing employees.
As a Store Manager, you will see the list of employees assigned to the store(s) you manage.
To add a new employee, click on the “Create” button in the top right corner.
1. Employee Creation
The first window will ask for the employee’s basic information:
• First Name
• Last Name
• Phone Number
The user ID is automatically generated in the format firstname.lastname, but it can be modified if necessary (although we recommend keeping the default format).
✅ Accents are allowed in the name and will appear in the user ID. It’s important to note this ID correctly, especially if it contains accents, as the employee will need it to log in to their Beam account via the mobile app.
For Managers, the same user ID is used to log in to the Beam web app (app.beamhr.com).
You can send the login credentials via SMS immediately or choose to do it later.
? If you don’t have the employee’s phone number at the time of creation, you can enter 600000000 (or any fake number) as a placeholder and update it later.
2. Defining Access and User Information
Once the employee is created, the “User Information” tab opens, where you need to complete the following details:
Required Information:
• Employee Category & Role → For a store employee, always assign the role “Employee”.
• Contract → Select a contract type from the predefined list and enter the start date. If it’s a temporary contract, also specify the end date.
• If a contract type is missing, request it from the HR administrator or Beam to have it added.
• Assign a store (or work location) → The employee must be linked to a specific store.
• For an Area Manager, assign all stores under their supervision. This defines the scope of the data they can access.
⚠️ Setting the contract start date when onboarding a store on Beam:
If an employee was already working before your store was onboarded to Beam, the contract start date can be:
1. The first day of the current fiscal year or their actual hire date. This ensures an accurate calculation of accrued vacation days. If you choose this option, you must enter all hours worked since the beginning of the fiscal year.
2. The date when you start using Beam for scheduling. This will correctly calculate work hours and proportional vacation entitlements based on the contract.
? Adjusting vacation balances: If needed, contact Beam support at [email protected] for assistance.
Optional Information:
• Personal ID (NIF or NIE)
• Date of birth
• Profile photo → Employees can upload their own profile picture via the Beam mobile app, or a Manager/Admin can upload it manually.
✅ Click the “Save” button to store all entered details.
3. Configuring Access and Managing Permissions
From the Access tab, you can:
• Resend login credentials via SMS, especially if they weren’t sent during employee creation.
• Generate a PIN for time tracking via a shared tablet in the store.
• Click “Generate Random PIN”, then “Save PIN”.
• You can also manually set a PIN (minimum 4 digits) and save it.
• Deactivate an employee → Warning! This action permanently deletes all employee data, including work hours.
⚠️ If you need to remove an employee without deleting historical data, contact Beam support to deactivate the profile while keeping past records intact.