When you start using All Hours, first add your employees. You can add individual users manually, or several users at once with the import wizard or a CSV file.
In All Hours, you can:
Adding a single user
1. Go to Users and click + Add user.
2. Fill in the details on the tabs. Only the first and last name are required; you can add the other details later.
Login
First name and Last name – required.
Allow user to log in – select it if the user will sign in to the web or mobile app. Users without login only clock in on time terminals.
Email – required for login and also used as the user name. It must be unique in the application.
Send invite email? – when you save, the user receives an invitation to set a password. You can also send the invitation later.
Authorization roles – define what the user can see and edit, e.g. Employee. More about authorization roles
Users sign in at login.allhours.com.
General
The user's personal details.
Tags – to group users (e.g. Students, External contractors).
Custom fields – additional details and the user ID.
All fields on this tab are optional.
Time & Attendance
The user's Department and Work plan.
The Calendar and the Calculation start date (first working day).
Identifiers – the card or chip number, if the user clocks in on a time terminal.
Data access
If the user has administrator or group privileges (e.g. a manager), you can restrict them to selected departments. Without restrictions, they have access to all users and receive requests from all users.
You can restrict mobile clocking to selected clocking points. If the field is left empty, the user can clock in at all clocking points.
3. Click Save. The new user appears in the user list.
Adding several users at once
To add several users at once, use the import wizard or a CSV file in the Actions menu. In the same menu, you can also update the details of existing users.
Import wizard
Use it when you only have basic details. You need the first name, last name and email address of your employees. In the Actions menu, select Import wizard, enter the employees, review their details and settings, and send them invitations.
Importing users with a CSV file
In addition to the basic details, the file can also contain departments, tags, identifiers and other details.
1. In the Actions menu, select Import users (CSV).
2. In the import window, download the template file by clicking here.
3. Fill in the template.
4. Select the separator used in the file: comma (,) or semicolon (;).
5. Set the Calculation start date for the new users.
6. Click Select file and choose the completed file.
7. Under new users, select the option to create user accounts based on the email address if the users will sign in to the application. Optionally, also select sending invite emails and choose an authorization role.
8. Check the preview and click Import. If a user cannot be imported, the reason is shown in the Import message column.
Users who were sent an invitation receive an email with instructions for setting their password within a few seconds.
Updating existing users
With Update users (CSV), you can update the middle name, date of birth, gender, phone, mobile phone, address, city, country, number, custom fields 1–10 and identifiers of several existing users at once. The first name, last name and email address cannot be changed with this import.
1. In the Actions menu, select Update users (CSV).
2. In the update window, download the template by clicking here and fill it in.
3. Select the separator and choose the file.
4. Decide what happens with empty fields. If you select the option to clear existing values for empty fields, an empty field in the file deletes the existing value. If the option is not selected, the existing value stays unchanged.
5. Click Update.
💡 To update the overtime balance and this year's and last year's vacation balance, use Update users balances (CSV). To import the annual vacation quota, use Import vacation (CSV).
Editing the file in Excel
If you open the file in Excel, you can split the data into columns: Data → Text to Columns → Delimited → Comma → Finish. Save the file as CSV (UTF-8) and, when importing, select the separator Excel used (usually a semicolon).