Adding employees
What each employee needs
For every person on the roster you enter:
- Full name — exactly as it should print on the certificate.
- Work email — the assignment invitation and lesson sign-in go here.
- Work state — the state where the person actually performs the work. This, not the company's headquarters state, decides which statute's course and clock apply.
- Role — employee or supervisor. The detail that changes which track the law sets for them; see below.
Add people one at a time from the roster screen, or paste a bulk list when you set up. Both paths create the same records; the bulk path just saves your wrists.
Employee vs. supervisor: the one decision that matters
The role field is not an org-chart nicety — states set different training durations and different content for supervisors, and Verity Train assigns tracks from it:
| Jurisdiction | Employee role | Supervisor role |
|---|---|---|
| California (Gov. Code §12950.1) | 1-hour nonsupervisory track | 2-hour supervisory track — a separate, longer course, as the statute requires |
| Illinois (775 ILCS 5/2-109) | Annual base track | Annual track with the supervisor-responsibilities content the IDHR model requires |
| New York (Labor Law §201-g) | Annual base track | Same annual track — NY folds supervisor conduct and responsibilities into the minimum standards everyone receives |
| Chicago (Muni. Code §2-160) | 1-hr prevention + 1-hr bystander, annual | 2-hr prevention + 1-hr bystander, annual |
| Connecticut / Delaware / Maine | Base course per statute | Additional supervisor-specific session required by each statute |
The safe definition of "supervisor" follows the statutes' own framing: anyone with authority to direct other employees' work, or whom other employees could reasonably believe has that authority — a lead, shift manager, or owner counts. When in doubt, assign the supervisor role. An extra hour of training is cheap; an untrained manager is the person employment attorneys ask about first.
What happens when you change a role
Promotions are the common case. When you flip someone from employee to supervisor:
- Their next assignment uses the supervisory track for their state — in California, that's the full 2-hour course.
- The due date recalculates against the statutory window for new supervisors (California: within six months of assuming the role).
- Completed employee-track certificates stay in their record — the trail shows the full history, which is what an investigator actually wants to see.
Hires, leavers, and mid-year adds
- New hires: add them in week one. California's statute gives a six-month window for nonsupervisory hires; New York and Illinois have no fixed window but expect prompt training, and the annual clock still applies regardless of when they join.
- Leavers: mark them departed rather than deleting. Their certificates and audit rows stay in your records — retention duties (two years in California, and the windows in Certificates & records) outlast employment, and deleting would destroy proof you may need later.
- Transfers between states: change the work state, and the next assignment carries the new state's course and clock. The history under the old state stays put.