Adding a Team Member Individually
From the dashboard, click People in the left sidebar
Click the Add Team Member button at the top right of the screen
A form will open on the right side of the screen
Fill in the team member details (see fields below)
Click Save & Add to save and add another, or Save to finish
Required Fields
First Name — Employee's first name (minimum 2 characters)
Last Name — Employee's last name (minimum 2 characters)
Email — Employee's work email address
Optional Fields
Department — Select from your organization's departments
Role — Employee's role (required if a department is selected)
Compensation — Salary or hourly rate amount
Compensation Rate — Choose "Hourly" or "Annually"
Start Date — Employee's start date
Phone — Contact phone number
Date of Birth — Employee's date of birth
State — US state
Make an Admin — Grant this employee admin permissions
Integration mapping — If you have ServiceTitan or HouseCall Pro connected, you can link this team member to a profile from your integration
Adding a New Team Member to Plans
After you save a new team member, ShareWillow will prompt you to enroll them in your profit sharing plans right away.
After clicking Save, an Add to Plan dialog appears
Select one or more eligible plans from the list
Optionally check Send login invitation to email the team member a link to view their awards
Click Add to Plan(s) to enroll them, or Skip to add them later
If the new team member was given admin permissions and doesn't yet have an account, you'll also see an option to send them an admin invitation.
Bulk Import via CSV
Have multiple employees to add? Use the bulk import feature to add them all at once.
From the dashboard, click People in the left sidebar
Click the Bulk Import button
Download the sample template
Prepare your CSV file with employee data
Drag and drop your file, or click to browse
Click Import
Once the import completes, you'll see a summary showing how many employees were created, updated, skipped, or failed validation. If any rows had issues, the summary will highlight what needs fixing.
CSV File Format
Required columns:
First Name
Last Name
Email
Optional columns:
Salary
Hourly Rate
Department
Role
Level
Start Date (format: YYYY-MM-DD)
Phone Number
Tip: Download the sample template from the import drawer to ensure your file is formatted correctly.
Syncing Employees from an Integration
If your organization uses ServiceTitan or HouseCall Pro, you can sync employees directly into ShareWillow instead of adding them manually.
From the People page, click the Sync Employees button (this only appears when an integration is connected)
If you have multiple integrations, select which provider to sync from
Click Start Import to begin syncing
ShareWillow will connect to your provider and fetch the latest employee data
Any employees not yet in ShareWillow will appear in a table for review
Review and edit each employee's details inline — click the edit icon on any row to update fields like name, email, department, or role
Check the box next to the employees you want to import
Click Import Selected
If any employees have validation errors (such as a missing email), they'll be highlighted in the table. Fix the highlighted fields and try again, or uncheck them to skip.
If ShareWillow can't verify existing employee mappings, the import will be paused to prevent duplicates. Click Retry to try loading the mappings again.
When all employees are already synced, you'll see a confirmation with the date of the last sync.
Editing a Team Member
Go to People
Find the employee in the list
Click the edit icon on their row to open the edit form
Make your changes
Click Save
When editing, you'll also see options to:
Mark Inactive — Deactivate the employee (see below)
Link to integration — Connect to a ServiceTitan or HouseCall Pro profile, if integrated
Delete — Permanently remove the employee
Marking a Team Member Inactive
When an employee leaves your organization or no longer participates in profit sharing, you can mark them inactive.
Open the employee's edit form by clicking the edit icon on their row
Click Mark Inactive
If the employee is enrolled in any active plans, a confirmation dialog will show their current enrollments
Choose whether to Include in current scorecard distribution — this determines whether they'll still receive awards for the current period
Click Mark Inactive to confirm
Inactive employees no longer appear in the default People list but can be found by switching the filter to Inactive or All. You can reactivate them later if needed.
Filtering and Searching
Use the filter dropdown at the top of the People list to show:
Active (default) — Current employees
Inactive — Employees who have been marked inactive
All — Everyone
You can also search by name using the search bar.
App Access Status
Each team member shows an app access status indicating whether they can log in to view their awards:
Not Invited — No login invitation has been sent
Invited — An invitation was sent but hasn't been accepted yet. You can resend the invitation using the resend button on their row.
Active — The team member has accepted their invitation and can log in
Tips
Admin permissions — Only grant admin access to employees who need to manage plans
Departments and roles — Set these up first in your organization settings for a smoother experience
Compensation — This is used for calculating awards in compensation plans
Duplicate emails — Each employee must have a unique email address
Integration sync — Use Sync Employees regularly to keep your team list in sync with ServiceTitan or HouseCall Pro
Need Help?
If you encounter issues managing employees, contact our support team.