Employees are people you want to assign items to or otherwise want to track.

Users are people who can sign into the Tracker. An employee can be a user but doesn't have to be. A user can be an employee but doesn't have to be.

Employees can be primary or secondary assignments (see Tasks and Secondary assignments in Preferences).

Employees can be imported.


  • Click the Data icon in the main menu then Employees.
  • Follow the instructions in the Add, Edit and Delete section of the help overview to add, edit and delete employees.


Every employee needs a 'number' (which can contain letters, spaces and punctuation marks). If you already have employee numbers, they'll work in the Tracker. If you're interested in integrating Tracker data with your accounting system, now or in the future, use the numbers in that system. But if you're creating new numbers ...

  • Keep them short. You'll be typing them often. Fewer characters = fewer typos.
  • If your employees don't know their payroll numbers, consider using name abbreviations like 'Smith J' as employee numbers.
  • While you can give an employee and an item, job, storage site or vendor the same number, we suggest avoiding duplicates, which can confuse users. You can't give 2 employees the same number.
  • Avoid punctuation marks (which slow most typists down) and repeated spaces (it can be hard to see the difference between 1 and 2 spaces).
  • 'Numbers' are sorted alphabetically, which can be confusing if they really are numbers (11 is before 2 when sorted alphabetically, just like AA is before B). If you want to use numeric 'numbers' and have them sort numerically, use leading zeros to make each number the same length (002 is before 011 when sorted alphabetically).


The Employees table contains a large number of user-definable fields. All fields, whether user-definable or not, can be given custom names. So you may see a field in your Employees screen that's not in this list:

  • (Employees grid) EMPLOYEE NUMBER.
  • (Employees grid) EMPLOYEE NAME.
  • (Employees grid) COMMENCE. The employee's start date.
  • (Employees grid) IDLE. Only active employees appear in employee lists.
  • (Employees grid) NOTES. From a practical perspective, unlimited in length.
  • (Employees grid) Address and contact info.
  • (Employees grid) EMPLOYEE TYPE and HOUR RATE aren't used. We plan to add functionalithy to these fields in the future.