Adding an Employee Into Ohio SACWIS

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Category: Staff

Published on Thursday, 01 February 2024 12:35

Written by Sara Cruse

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Adding an Agency Employee to Ohio SACWIS.pdf	[ ]	656 Kb
JFS-07078.PDF	[ ]	747 Kb

This Knowledge Base Article describes the steps for adding an Agency Employee into Ohio SACWIS.

A quick guide is found below:

Instructions for Adding a Public Agency Employee

1. On the Ohio SACWIS Home screen, click the Administration tab.

2. Click the Staff tab.

3. Click the Maintain Staff link in the Navigation menu on the left. The Employee Search Criteria screen appears.

4. In the appropriate fields, enter the last name and first name of the employee who you want to add.

5. Click the Include Inactive check box so your search includes all employees in Ohio SACWIS (past and present).

6. Click the Search button.

7. If the desired person is returned, click the Edit link next to the person's name. The Employee Information screen appears. 

8. If the desired person is not returned or you do not have edit capabilities, click the Add Employee button. The Person Search Criteria screen appears.

9. Complete a person search to see if the desired person exists already in Ohio SACWIS.

10. If the person that you want is returned, click the Select link next to their Person ID.  Please make sure you are doing a thorough search for the Person ID, especially if you know they have worked at an agency using Ohio SACWIS before.  

11. If you are certain there is no existing Person ID for this individual, click the Create New Person button.

12. Create the new person record.

13. Save the new person record.

14. Click the Select link next to the Person ID.

15. On the Employee Information screen, enter the date that this employee was/will be hired in the Hire Date field. Important:  If a date already appears in the field because the person was a previous employee, unclick the Termination check box. Delete the date in the Termination Date field. Enter the new date in the Hire Date field. If needed, click the Job History tab on that screen to view that person's job history in Ohio SACWIS.

16. In the Email Address field, enter the e-mail address of the new employee.

17. Click the Apply button.

18. On the Employee Information screen, click the Add Job button.

19. On the Job Details screen, complete the following fields: Start Date, County, Agency, Unit, Supervisor, and Job Title.

20. Click the Save button.

21. Please make sure the above steps have been taken, and then send in the employee's completed digital 07078 form. DO NOT complete a paper JFS 07078 form and send it in unless it is for a contract employee.   

22. This email address is being protected from spambots. You need JavaScript enabled to view it. will respond back when the ID is attached.

23. The county enters the worker's security user groups to allow access to the appropriate modules of Ohio SACWIS.

24. Inform the new employee of their login information.

 Instructions for Adding a Private Agency Employee

1. Follow the instructions above, but starting at #21, scan in and send the employee's completed paper 07078 form to This email address is being protected from spambots. You need JavaScript enabled to view it. .  The form must be completely filled out and have a wet signature, NOT a digital signature.  

2. SACWIS_ACCESS will inform you when the employee has been set up in the system and will email the new user their OH|ID and temporary password.  

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