Managing Linked Employees

⚡ What are Linked Employees?

Linked Employees allows you to quickly add an existing team member to another location without needing to rebuild their profile from scratch. When creating a new employee profile in a different account, you can link it to their existing one using this feature, which automatically syncs key details such as their name, email, and address, and more. 

This saves time, keeps employee data consistent across accounts, and ensures that updates (such as a changed email address) apply everywhere the employee is linked. You’ll also have the option to send the employee through digital onboarding again if new information or forms are needed, such as updated banking details or signed documents.

📌 | Note: This feature doesn’t connect two pre-existing profiles. It’s used while creating a new profile in another location to bring over existing details and maintain synchronization across accounts.
 

🔎 Why Use Linked Employees?

Here are a few ways Linked Employees can simplify your multi-location staffing:

• Faster Profile Setup: When assigning employees to a second location, you can pull in their existing details instead of starting from scratch.
• Synced Information: Key details, such as name, email, and contact information, remain consistent across locations, even if updates occur later.
• Flexible Onboarding: When sending a linked employee through onboarding again, their existing details are already filled in based on their original profile. So, they only need to update what’s new, such as signing updated documents or entering new banking information.
• Reliable Consistency: No need to worry about mismatched details, as updates made in one profile automatically sync to the others. Helping you maintain accurate employee records across all location accounts.

🔐 Access required

Linked Employees is exclusive to the Supreme package and is available to companies with multiple locations under the same organization.

📌 | Note: Managing which company accounts are eligible to link employees requires access to the Enterprise Dashboard.

Who can manage Linked Employees?

• Super Administrators:  Can add Linked Employees in any account where they are active. However, only select Super Administrators with access to the Enterprise Dashboard can manage which company accounts are connected and eligible for linking. This access is not provided by default—it must be explicitly granted. If you believe you should have Enterprise Dashboard access, please consult with your team or contact Push Support.
• Team Administrators: Do not have access to the Enterprise Dashboard and cannot manage which company accounts are eligible for Linked Employees. However, they can add Linked Employees with the Create Employee permission under Employee Setup. To unlink Linked Employees, they must also have the Update Employee Basic Info under Employee Setup and permission to the relevant Employee Groups under: Update Employee Information, View Employee Information, and View Employee List.

📋 Topics covered in this article:

• Managing Which Accounts Can Link Employees
• Adding a Linked Employee to Another Location
• Unlinking a Linked Employee From Another Location
• Frequently Asked Questions about Linked Employees

📚 Related articles:

• How To Edit An Employee's Information
• Setting Up & Managing Contractors

Managing Which Accounts Can Link Employees

Before you can link employees between accounts, you’ll need to control which company accounts are eligible to be linked. This setup determines which locations in your organization can share employee profiles using the Linked Employees feature.

This step is typically handled by a Super Administrator with access to the Enterprise Dashboard and is completed before attempting to link individual profiles. Once accounts are connected, active Super Admins in those accounts can start linking employees as needed.

📌 | Note: If your company does not have access to the Enterprise Dashboard but is using the Linked Employees feature, please contact Push Support to help adjust which locations are eligible to link employee profiles.

1.   In the top-right corner of the platform, click your Company Name.
2.   Under the Organizations section in the dropdown, click the name of your Enterprise Dashboard.
3. The page will load to the Enterprise Dashboard, select the Companies tab.
4. Under the Links column on the right-hand side, check or uncheck the boxes beside the company locations you want to allow access to the Linked Employees feature.
5.  Once your selections are saved, the enabled company accounts will be able to share employees using the Linked Employees feature. 
   📌 | Note: If a company account is left unchecked, employee profiles from that location will not appear as options when linking. You won’t be able to select or pull employee data from those accounts during the Linked Employee setup.

Adding a Linked Employee to Another Location

When an employee will be working at a different location within your organization, you’ll need to create a new profile for them in that account. Instead of starting from scratch, the Linked Employees feature allows you to build a new profile by pulling in details from their original one. Fields such as name, email, and contact information are already filled in and stay in sync across accounts.

This is commonly used when:

• A current employee starts working at another location within your organization
• A returning employee is being rehired at a different location than before

In both cases, you can also choose to send the employee through digital onboarding again, especially if they need to update direct deposit info or complete new forms specific to the new location. Since their existing details are pulled in, the employee only needs to update what’s changed.

1. Click the Employees tab.
2. From the left-hand Navigation panel, click Active Employees List.
3. Click Add a New Employee.
4. From the left-hand Navigation panel, click Add Linked Employee.
5. The page will load to the section titled Add Employees from Linked Companies.
6. . Use the Filters or Search option to locate a specific employee if applicable:
   1. You can filter by First Name, Last Name, and/or Email Address using the dedicated fields.
   2. You can also use the general Search box to input any key details if needed.
   3. Once ready, click Search or enter on your keyboard.

7. From the filtered list, you’ll see a table with details for each account where the employee profile exists or can be added. If the employee is associated with multiple company accounts, they may appear more than once—one row per location. Use this view to confirm where the employee already has an active or inactive profile, and identify which one you want to link to the current location. 

   Column Name	What It Means
   First Name/Last Name	The name of the employee based on an existing profile.
   Email	The email address associated with an existing profile.
   Company	The company account where the profile currently exists.
   Action	Shows whether the profile has already been linked to the account you are in.  Add = Profile is available to be linked. Added = Profile has already been linked.
   Status Date	The most recent hire or rehire date for the employee in that specific company account.
   Status	Indicates whether the profile in the other account is currently Active or Inactive. This does not affect the linking process, but helps you confirm the employee’s current status at each location.

8. Once you have located the employee profile you want to link from, under the Action column, click Add.
9. A pop-up titled Add Employee will appear. Click OK to proceed or Cancel to stop the completion.
10.  If OK is selected, the page will load to the Activate Employees section. 
11. Under Select Employee, the chosen employee will be pre-filled; leave as is. 
12.  Under Re-hire Date (for all), select the appropriate start date from the calendar picker.
13.  Under Position, you have the option to assign the role the employee will work in at this new location. Choose one of the following:
    1. Skip: This will leave the details blank; you can add them later. However, you will not be able to put the employee through digital onboarding.
    2. Select New Position(s): from the New Position box, click the drop-down menu and select the relevant role. 
    3.  If you have assigned a role, a new field called Onboarding will appear. This is where you will determine if the employee will complete digital onboarding at this new location. Choose one of the following:
       1.  Redo Onboarding: employee can resubmit details into any forms and/or update existing details that are pre-filled based on the linked profile.  
       2. Skip: employee is made active using their existing information and forms, and won't have the option to complete onboarding for this new location.
14.  Once ready to save, click Activate Employees.
15. A success message will appear, and the employee will now show in the Active Employees List for this location.

Unlinking a Linked Employee From Another Location

You can unlink employee profiles if they were connected by mistake. For example, if an employee was added to the wrong location or if two separate profiles were accidentally linked. Unlinking removes the connection between profiles, so changes made to one will no longer sync to the other. Both profiles will remain active and separate.

⚠️ | Warning: Once two profiles are unlinked, they cannot be re-linked. If you’re unsure whether the connection should be removed, confirm with your team before proceeding.

1. Navigate to the Employees tab.
2. On the left-hand navigation bar, select the appropriate Employee List: Active, Pending, On Leave, or Inactive.
3. Under Search, input the employee’s name.
4. Under Edit, click the pencil icon to open the profile.
5. Scroll down to the Linked Profiles section and you'll see a list of each profile that is linked at another location.
   💡| Tip: To help you identify which locations have profiles linked for this employee, you’ll see their name as listed in the other account, the company location where the profile exists, and the hire date for that specific profile.
6. To disconnect a profile, click Unlink next to the relevant company/location.
7. A confirmation pop-up titled Unlink Employee From This Profile? will appear. Click Cancel to back out or Unlink Employee to confirm.
   ⚠️ | Warning: Once unlinked, profiles cannot be reconnected. Be sure this action is necessary before proceeding.
8. Once unlinked, the profile will refresh, and the unlinking is complete. 
   📌 | Note: The previously linked profile will no longer appear under Linked Profiles. The two profiles will now act as separate records; any updates made in one will no longer be synced to the other.

Frequently Asked Questions About Linked Employees

Have questions about using Linked Employees across locations? Whether you’re wondering how details are synced, who has access, or when unlinking makes sense, this section provides quick answers to help you navigate the process confidently.

💡| Tip: Can’t find what you’re looking for? Contact our Support Team at support@pushoperations.com, or utilize our AI bot Astra for quick assistance!

Q: Can I use Linked Employees to merge two existing employee profiles?
A: No. Linked Employees can only be used when you’re creating a new employee profile in another location. It pulls in details from an existing profile during setup, so the two stay connected. If the employee already has separate profiles in both locations, they cannot be linked retroactively.

Q: What information syncs between Linked Employee profiles?
A: When you link an employee to another location, key details from their Basic Information section are automatically pulled into the new profile and kept in sync across accounts. 

This includes:
    •    Name
    •    Email address
    •    Phone number
    •    Birthday
    •    Address
    •   Language Preference
    •   SIN/SSN (CAD only: Work Permit Details are not connected and do not pre-fill either)

Some details are automatically copied from the original profile when you create a new one using the Linked Employees feature. This helps save time if those details are consistent across locations. However, these fields do not remain synced; any future changes made in one profile won’t update the others

💡Tip: After creating the linked profile, be sure to review and adjust these fields if the employee’s setup differs at this location.

This includes:
    •    Employment Details: Original date of hire, vacation policy, and statutory holiday eligibility
    •    Employee Login: Clock ID
    •    Payment Method: Direct Deposit or Cheque
    •   Tax Information: Employment Status, Tax Exemptions, Tax Claim amounts (If the employee is joining at a new location in a different province/state, we recommend putting them in digital onboarding during the Linked Employee setup to ensure they complete the relevant tax forms)

Other fields are not copied or synced when using the Linked Employees feature. These fields will be blank after the new profile is created, so make sure to review and assign them either immediately after creation or before the employee starts working. This ensures proper reporting, scheduling, and compliance at the new location.
    •    Position (if not assigned during adding a Linked profile)
    •    Salary
    •    Employee Group
    •    Cost Center
    •    Balances Setup: However, you can utilize the Transfer Balance option if you need to completely move the policy balances from Location A to Location B

📌 | Note: If the employee goes through digital onboarding again at the new location, some synced details (like personal info or tax forms) may be updated based on what the employee resubmits. 

Q: Can a Linked Employee go through digital onboarding again?
A: Yes. During the Linked Employee setup, you can choose whether to send the employee through digital onboarding. If enabled, their original details will be pre-filled—saving time—while still allowing them to update banking info, tax forms, or complete location-specific documents. 

Q: What if I don’t have access to the Enterprise Dashboard? 
A: If your organization is using the Linked Employees feature but you don’t have the Enterprise Dashboard to manage account linking, please contact Push Support at support@pushoperations.com. Our team can help adjust which locations allow employees to be linked.

Q: Can I link two existing employee profiles that were already created in different locations?
A: No. The Linked Employees feature can only be used when creating a new profile. It allows you to link that new profile to an existing one and pull in details automatically. Two already-created profiles cannot be retroactively linked.

Q: Can I link an employee who is inactive or on leave at another location?
A: Yes. You can link to a profile regardless of whether the employee is active, inactive, or on leave at the original location. This is helpful for seasonal or returning employees who are being rehired at a different site.Additional Information

Q: What happens if I accidentally link the wrong profile?
A: You can unlink the profiles by going to the Linked Profiles section in the profile. Once unlinked, the profiles will act separately again and any synced fields will stop updating between them.
⚠️ Warning: Profiles cannot be re-linked after they are unlinked, so double-check before confirming.

Q: Can I deactivate a Linked Employee profile?
A: Yes. Each linked profile is treated as a standalone employee record within that specific account. Deactivating one profile does not affect the employee’s status at other locations where they are also linked.

Q: What happens if an employee changes their name, email, or other synced detail?
A: Any updates made to synced fields (like name or contact info) in one profile will automatically update in all other linked profiles. This helps ensure consistent records across locations.

📌 | Note: If you want to control whether employees can edit their own personal details, you can manage this under Employee Settings: Employee Profile Editing in your account.

Q: Can I prevent an employee from being linked to another location?
A: Only Super Admins with Enterprise Dashboard access can control which company accounts are eligible to link employees. If you want to restrict employee sharing between specific accounts, update your linking permissions in the Enterprise Dashboard or contact Push Support at support@pushoperations.com for help.

Q: Are Linked Employee profiles fully connected across locations?
A: No, Linked Employee profiles are still treated as separate employee records in each location. While certain fields (like name, email, and phone number) stay synced across accounts, everything else functions independently.

That means:
    •    The employee must be scheduled separately at each location.
    •    They will be paid separately based on hours or salary assigned in each account.
    •    Reports and timesheets will reflect their activity at each individual location.
    •    Vacation or custom balances are not shared unless manually transferred.

💡 | Tip: Think of it as creating a new profile with some key fields pre-filled and synced. Everything else—from pay structure to permissions—must be set per location.

 Q: Do Linked Employees count as a seat in my subscription? 
A: Yes, Linked Employees take up a seat just like any other employee profile. When you link an employee to another location, their new profile appears in the Active Employee List for that account and counts toward your total seat usage.

If you see an error saying you don’t have enough seats, it means your account has reached its seat limit. You’ll need to free up a seat by deactivating another employee or by adding a seat from the Billing & Account tab.

Here’s how it works:
    •    Seat: The number of possible active employees in your account. You will be billed by the number of seats you have. Extra seats can be added or removed by going to your Billing and Account tab.
    •    Employees: The employees you have added to your Push account. You can have less active employees than seats, but you will still be charged by the number of seats in your account. You can manage your employees by reviewing the Active Employee List. 

📌 | Note: If you add a new seat, charges are prorated based on where you are in your billing cycle. If you remove a seat, the change will take effect at the start of your next billing cycle.

Additional Information

Need further help? Contact our Support Team at support@pushoperations.com or utilize our AI bot, Astra, for quick assistance.