Skip to content
  • There are no suggestions because the search field is empty.

Setting Up Each Person: Positions, Pay Rate, and Certifications

After you add someone, open their record and finish three things: their positions, their pay rate, and any certifications.

After you add someone, open their record and finish three things: their positions, their pay rate, and any certifications. Without a position, a person can't go on the schedule. Without a pay rate, your labor cost shows $0.

Open a person's record

  1. Go to Admin → Users.
  2. Click the person's name.

Their record opens with tabs across the top: Positions, Availability, Certifications, and Access. [Screenshot: user record with tabs]

1. Positions and ranking

Every person needs at least one position to be scheduled.

  1. Open the Positions tab.
  2. Click Add Position and choose from the positions you created in Scheduler settings. [confirm button name]
  3. Set the ranking for each position:
    • 0 is their primary job, the one they work most.
    • Use 1, 2, and so on for positions they can also cover.
  4. Click Save.

Why ranking matters: when someone requests a day off, ShiftForce counts how many people with that primary position are already off, and uses your daily limits to decide whether the request can be approved. If rankings aren't set, those limits can't work correctly. Set a primary for everyone.

Example: Jordan mostly works as a server but can cover host shifts.

Position Ranking
Server 0 (primary)
Host 1

2. Pay rate

Add each person's wage so labor cost is accurate while you build schedules. The hours and labor totals above the schedule use these rates.

  1. Open the Positions tab. [confirm: pay rate is set per position, or on a separate tab or field]
  2. Enter their hourly rate for each position. If they're paid differently for different jobs, set a rate for each.
  3. Click Save.

Pay rates are visible only to managers and admins with access to labor information. Employees don't see anyone else's pay. [confirm permission]

3. Certifications

Add any certification with an expiration date, such as a food handler card, alcohol service, or whatever your state requires.

  1. Open the Certifications tab.
  2. Click Add Certification. [confirm]
  3. Choose the certification type and enter the expiration date. [confirm: whether types are set up in settings first]
  4. Click Save.

What happens when a certification expires:

  • Before it expires, both the employee and their manager get an email reminder.
  • Once it expires, ShiftForce won't let you schedule that person until the certification is renewed and the new date is entered.

That keeps you compliant without anyone having to remember renewal dates.

What about availability?

You'll also see an Availability tab. You can enter availability here, but we recommend letting employees enter it from their phones instead. They do the typing, and you still approve it. [Setting availability in the app →]

Checklist for each person

  • ☐ At least one position
  • ☐ A primary position (ranking 0)
  • ☐ A pay rate
  • ☐ Certifications with expiration dates, if their job requires them