People · How-to
Link an employee record to a login
Connect a record to the person's Setvos account, so their time clock, payslips, rota shifts and till sales are counted as theirs.
Know why the link matters
Setvos matches a record to what the person does through their login. Without the link they cannot use the time clock or see their payslips, approved leave does not reach the rota, payroll cannot count their rota hours, their sales at the till or the classes they ran, and offboarding cannot take them off the rota or out of the workspace.
Let it link itself
If the record's work email is the address the person signs in with, it links itself the first time they open their own time clock or payslips, unless you have unlinked it. The record's “Recent activity” notes it.
Or link it by hand
Open the record and choose “Link to a member” (under ⋯ on a phone). Pick the person under “Member” and press “Link”. The badge in the header changes from “Not linked to a login” to “Linked” with their email.
Change or remove a link
On a linked record, choose “Linked account” and press “Unlink”. The record then stays unlinked until you link it again, even if its work email is their sign-in address, and you can link it to someone else. Linking and unlinking need a role that can edit People.
Keep it one person, one record
A member can hold only one record, so the list offers only members who have none yet. If every member already has one, the dialog says so.
Common questions
- Does everyone need a login?
No. A record without one still holds documents, reviews and onboarding, and a fixed monthly salary is paid from the record alone. Hours from the rota, commission and per-class pay need the link.
- Will an unlinked record link itself again?
No. After “Unlink” it stays unlinked, even if its work email is still the person's sign-in address. Link it again by hand with “Link to a member”.
- Where do I invite someone to Setvos?
On Settings › Members. After sending the invitation you can create their employee record from the same dialog.
- What happens to the link when someone leaves?
Offboarding keeps the link on the record but takes away their access to the workspace. If they come back, invite them again on Settings › Members: once they accept, the record is theirs again.
- Can I link a login on the phone?
Yes: “Link a login” under ⋯ on the record. One person, one record: the time clock, payslips and the rota follow the link. Unlink is in the same place.
Read next
Read and update an employee's record
Find everything about one person on their record, change their details and working week, and offboard them when they leave.
Use the time clock
Clock yourself in and out, see who is in at each place on any day, correct an entry or add a missing one, and export the hours.
See approved leave on the rota
Approved leave takes a person off the bookings rota by itself, and the rota will not let anyone put working hours back on those days.
Invite people to your workspace
Send email invitations, choose each newcomer’s role and teams before they join, and see or revoke the invitations still waiting.
What a payslip is built from
Know where each line of a payslip comes from (salary days, hours, sales, classes, unpaid leave and reference taxes) so you can check it.
More in People
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