How To: Create a New Employee

How To: Create a New Employee

Knowing how to create an employee in Yellow Dog is important because it ensures each user has the proper login, store access, and permissions to perform their role securely and efficiently.

All client types

How to Add New Employee (4 mins)


  1. Yellow Dog Site Administration Access: Make sure you are logged in as a Site Administrator or another user with security rights to add new employees. Only administrators can configure access to the Yellow Dog Mobile Apps.



1. Choose a Creation Method

From System Setup > Employees > Employees, you can create a new employee in two ways:
  1. Copy an existing employee: Select an employee record, then click Create New Employee Based on.
  2. Create from scratch: Select Create New Employee.

2. Enter Basic Information

  1. Name: Enter the employee’s full name.
  2. Employee Number: Assign a unique number.
    1. Use a short number to make login faster.
    2. Employee number field is alphanumerical. 
  3. Password & Verify Password: Provide a temporary password.
    1. The employee must change it at first login.

3. Configure Access

  1. User has access to API Access: Enable this option if the employee will use the mobile apps (for counts, recipes, or other tasks).
  2. Security Setup:
    1. Recommended: Assign the employee to a security group by selecting the box Manage access using Employee Groups.
      *Make sure to only assign the employee to one employee group.
    2. Alternative: Configure individual security permissions.

4. Add Contact Information

On the Additional Information tab you can enter the following information:
  1. Email Address: This allows the email address to be easily selectable when emailing reports or purchasing documents.
  2. Position  (Optional): Use as reference fields.
  3. Notes (Optional): Add additional context.

5. Save the Record

  1. Review the details.
  2. Click Save and Close.

6. Complete First Login

Instruct the employee to:
  1. Log in with their employee number and temporary password.
  2. Change their password.
    1. Have the employee click Change Password located on the top taskbar then complete the prompts.
  3. Set up password recovery.
    1. This ensures the employee can reset their own password without contacting an administrator or Yellow Dog Support.

7. Complete the New Employee Checklist

Complete the New Employee Checklist to confirm correct configuration:

New Employee Checklist

□ Employee name entered  
□ Employee number assigned  
□ Temporary password set  
□ Security group assigned (or individual permissions configured)  
□ API access enabled (if required)  
□ Password recovery configured