The employee card — details, sign-in, hours and commission

The employee card is the page behind every row on the Employees list. Click a person and it opens; click + Add User and the same page opens empty, ready for a new account.

Everything about one member of staff lives here: who they are, how they sign in, whether they are a provider, what they earn in commission, when they work, and their clock in/out record. What they are allowed to do is on the Permissions tab, which has its own page: Employee permissions.

The header

The blue band at the top reads Employee Settings, with the person's Full Name and Username underneath.

Two buttons on the right:

Reset password — gives the person a new temporary password (see Resetting a password below). Only on an existing employee.
Back — returns to the employee list.

The tabs

Tab	What it holds
User Details	Personal details, address, employment, provider details, sign-in, two-factor, signature
Permissions	What the person can do, store by store — see Employee permissions
Commission	Commission rates and their history
Work Hours	The weekly working pattern and off days
Clock In/Out	Their time card record

A new employee only has User Details. The other four tabs appear once the account has been created.

The open tab is kept in the page address, so a page refresh brings you back to the same tab.

User Details

The left side is General Information; the right side holds Authentication (new accounts only), User Groups Permission, Two-factor sign-in and Signature. Nothing on this tab is saved until you press Save (or Create Employee for a new person) at the bottom right.

Personal details

First Name, Last Name, Email and Phone are required. Middle Name, Prefix (up to 4 characters, e.g. Dr.) and Date of Birth are optional.

SSN — the Social Security number. The rules:

A new number must be exactly 9 digits, no dashes. Anything else stops the save with SSN must be exactly 9 digits.
On an existing employee the number comes back masked, like ***-**-1234. Leave it as it is and the stored number is kept untouched.
To change it, clear the field and type the full new 9 digits — you cannot edit just part of the masked number.
To remove it altogether, clear the field and save.

Address

Street Address suggests real addresses as you type; pick one and City, State and ZIP Code fill themselves in. Address Line 2 and Country are typed by hand. State takes the two-letter code (NY), not the full name.

Employment Details

Payroll Store (required) — the store this person belongs to for payroll. It does not limit where they can work; that is the Permissions tab.
Job Title — from the list kept in Settings → Job Titles. A job title marked as a doctor is what puts the Doctor badge next to the person on the employee list.
Active User — untick to switch the account off. Inactive people drop out of the default employee list.
Date Hired (required).
Date Terminated — the last day. Once saved, the date is shown as text with a Return button next to it. Return clears the termination date so the person can be reinstated; press Save afterwards.

Outsourced

Outsourced (shifts set per date) — tick this for people who are not on the staff payroll but do work shifts: a visiting doctor, a temp. Outsourced people have no weekly pattern; their Work Hours tab says This employee is outsourced and you put each of their shifts on the day itself in the staff schedule.

Provider details

Tick Provider? for anyone who bills or prescribes under their own name. A Provider Information block opens:

NPI (required once Provider? is ticked) — the 10-digit National Provider Identifier.
Taxonomy Code — the provider's specialty code (for example 152W00000X for an optometrist). It goes on insurance claims as the rendering provider and is required for TriZetto claims.
Printing Name — the name as it should print on documents.
EIN, DEA, DEA Expiration.
State license number and License state (two letters, e.g. NY).
SPI — the Surescripts Provider ID, issued when the doctor is signed up for e-prescribing.

Looking up the taxonomy code

You do not need to know the taxonomy code by heart. Type the NPI first, then press Look up next to the Taxonomy Code field.

SightHub checks the NPI in the national NPPES registry.
If it is found, the Taxonomy Code fills itself in, a green line under the field shows the provider's name, credential and specialty, and a toast confirms the code.
If it is not found, you get This NPI was not found in the NPPES registry — open the link and copy the code by hand, and an Open in NPPES link appears under the field. Open it, find the code and type it in.

Pressing Look up with an empty NPI just says Enter the NPI first. Remember to Save after the lookup — the code is only filled into the form, not stored yet.

Authentication — new accounts only

This card appears only while creating a person. On an existing employee the username cannot be changed here, and the password is changed with Reset password.

Username is checked as you type. A grey Checking… turns into green Username is available, or into red Username is already taken. Create Employee will not go through until the name is confirmed free.

Generate a temporary password is ticked by default — leave it ticked. SightHub makes up a password itself and shows it to you once after saving. If you untick it, Password and Confirm Password appear; type the same password twice, and it has to meet the password rules described in Signing in (10 to 128 characters, not containing the username, not easy to guess). Either way the person must choose their own password at their first sign-in.

User Groups Permission

A set of ticks for the person's broad roles (for example Admin). Ticking Admin shows a warning: Be careful — Admin gives full access to the system. Don't grant admin rights to everyone. Day-to-day access is set in detail on the Permissions tab.

Two-factor sign-in

Two-factor means a code from a phone app after the password, on the website. The card has:

MFA required — tick it and the person must use an authenticator app; without one yet, they set it up at their next sign-in. On a new employee the tick starts the way your practice's default is set. If Settings → Security requires two-factor for everyone, a blue line says so — the person needs it either way.
Authenticator app: set up / not set up (existing employees only). Reset MFA, for a lost or replaced phone, appears only when the app is set up.

What each of these does in detail is in Two-factor sign-in. Note that Reset MFA works straight away, while the MFA required tick waits for Save.

Signature

The employee's signature, used where documents carry it. Press Sign, draw it in the Draw Signature window with the mouse or a finger, then Save Signature. Clear wipes the drawing and starts again (it also clears the signature already shown on the card). The drawing is stored when you press Save on the page.

The small X on a shown signature removes it — and it also saves the whole card straight away, just like pressing Save (on a new person, like Create Employee). Finish your other changes before you press it.

Saving

Press Save (existing employee) or Create Employee (new). Missing required fields are outlined with a red message under each one, and nothing is sent until they are fixed.

Creating a new employee

On the Employees list press + Add User.
Fill in First Name, Last Name, Email, Phone, Payroll Store and Date Hired at least.
Type a Username and wait for Username is available.
Leave Generate a temporary password ticked.
Tick the user groups they need, and Provider? with the NPI if they are a doctor.
Press Create Employee.
The Temporary password window appears. Copy it with the copy button, or write it down, and give it to the person. Press Done.
You land on the new person's card, now with all five tabs. Go to Permissions next — a new account can do very little until it is given permissions for a store.

The temporary password is shown once. If the window is closed before anyone noted it, use Reset password to make a new one.

Resetting a password

For a forgotten password, or a person locked out after too many failed attempts (five wrong tries lock the account for five minutes — see Signing in).

Open the person's card and press Reset password at the top.
Confirm in Reset this employee's password? — a new temporary password is made, the person is signed out everywhere, has to set their own password at the next sign-in, and any sign-in lock is cleared, so they do not have to wait it out.
The Temporary password window shows the new password once. Copy it, give it to the person, press Done.

What the person sees at their next sign-in is described in Employees — the first sign-in.

Commission

Three parts:

Current Commission — the rates in force today: the overall percentage, Valid until, and a rate for each of Frames, Lens, Contact Lens, Prof. Service and Add Service. No active commission if none covers today.
New Commission — set a Start Date and End Date, the Overall Percentage, and the Rates By Service, then Save Commission. Empty boxes are saved as 0%.
Commission History — every rate set the person has had, newest first, with its period and when it was created.

There is no editing an old line. To change rates, add a new commission with a new period.

Work Hours

Two cards side by side.

The weekly pattern

Work Hours lists Sunday to Saturday with the hours for each working day and the store under the hours, or Closed for a day off. This is the person's regular week; it fills the staff schedule for the days ahead.

To change it:

Press the pencil at the top of the card. It becomes Edit Work Hours.
For each day, tick Working, set Opens at and Closes at, and pick the Store for that day. Each day can be at a different store.
Press Save.

If the person has no permissions at the store you picked, SightHub stops and offers to copy their permissions from a store they already work at — see No access to a store.

The small + next to the times does nothing at the moment.

Off Days

Single days off and vacations.

Press Add Off Days.
Pick the first day. For a single day leave the second date empty; for a vacation, pick the last day in the box after to.
Press Add.

The list shows each off day as Off Day: date. To remove one, press Edit Off Days and use the small bin next to it.

The last day cannot be before the first — SightHub says End date must be on or after the start date.

Clock In/Out

The person's time card — every check-in and check-out — read-only. Pick From and To under Period to narrow it; Total time for period at the bottom adds it up. Columns: Date, Check In, Check Out, Total Time, Notes (the notes the person left on their own time card).

If the person has no clock in/out account yet, opening this tab shows This employee has no clock in/out account yet — opening Time Cards and takes you to Employees → Time Card, where the account is created with Add User. See Employees.

Good to know

Nothing on User Details saves itself. Only Reset password and Reset MFA act straight away — and the X on the signature, which saves the whole card. Everything else waits for Save.
Permissions are not on this tab. A brand-new account with every detail filled in still cannot do anything until it is given permissions for at least one store.
The temporary password is shown once. Lost it? Reset password again — that is the only way to see a new one.
SSN is masked when you come back. That is normal. Leave it alone and it stays as it is.
Doctor badge vs Provider? The badge on the employee list comes from the job title. Provider? is where the NPI, taxonomy and SPI live — a doctor who bills insurance or prescribes needs both.
After Cancel on Edit Work Hours, refresh the page before editing again. The form reopens empty after Cancel, and saving an empty form would mark every day as Closed.
Outsourced people have no Work Hours. Their shifts go on the schedule one day at a time.