To do this, go to the "Team" item in the menu bar. This will take you to the team board overview, where you will also find your own entry as "Admin".

Note: You can only create employees with the "Admin" role.

By clicking on the "+" button in the metabar, you can invite your staff to CoffeeCup.

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Now you can add information about your staff in the "Staff file", which will be displayed, when you click on the staff in the team board. It also works as a digital personal file on your employees.

The staff file includes following sections:

The personal information of the staff member includes the name, a photo, the email address of your company - which is also the access for CoffeeCup, the billable default hourly rate, the team and the department in which your staff member works. In addition, the tags for the staff member can also be entered here.

This section allows you to define the permissions of your employees in CoffeeCup. Here you decide which role your employee gets.

In addition to these role assignments, there are three more options available for each employee. You can automatically add an employee to new projects, display this employee in the team and project planning and/or display the employee in the absence planning.

In this section, specify whether your employee is a permanent employee, freelancer or former employee. Select here how much the employee earns and how many hours he works per day or per week.

The main difference: staff receive employer's contribution to social security and health care. A freelancer also isn't generally paid monthly but hourly. Otherwise the options are the same: You decide in agreement with your employee how they will work. This can be Monday through Friday, 9-to-5 or flexible throughout the entire week.

Note: Here you can create new salary entries, e.g. in case of a salary increase. Old salary entries can be viewed here.

This is where you decide on how many vacation days your employee receives. In Germany the legal minimum holiday entitlement are 20 days with a five-day week. This varies from country to country, so make sure you're up to date on the legal minimum holiday entitlement in your country.

Note: Your employee's absence history is displayed here.

Calculation of the "overtime balance total" value:

Overtime this year - Last years missing hours = Overtime this year

Overtime this year - Overtime Reduction = Overtime Balance Total

Calculation of the "overtime balance this year" value:

Overtime this year - Overtime Reduction (It's just the overtime reduction from the past) = Overtime balance this year

Attention: This calculation doesn't include overtime reduction from the future.

By clicking on the specific entry, you can simply edit it or simply create a new entry by clicking on "Add New Entry".

In the "Projects" section, assign projects to your employee. Use the drop-down list to select individual projects or add your employee to all projects. Use the trash can icon to remove your employee from individual projects. Here you can assign the project manager role for individual projects to each employee.

At this point, enter the account details and the health insurance of your employee. You need the former for the salary transfer of your employee, the latter for the employer's contribution for a permanent employee.

This section includes personal information of your employees such as address, birthday, place of birth and contact information. You don't have to include this information. We do recommend it for the sake of completeness of the record.

In the last section you can add important documents of your employees.

If you still have questions about creating employees, contact our support directly here in the chat or by E-Mail. We are happy to help you at any time.