Managing employees

The Employee Records page is the main list of everyone employed in your organization. From here you find employees, review and edit their records, bring in new people, and manage off-boarding.

You can also reach an employee quickly with the employee search at the top of the table.

Note

An employee is a role a person holds, not a separate identity. This section covers their employment, including their job, contract, schedule, leave, documents, and pay. Their identity details, including contact information, ID, relationships, and other roles, are managed in one place in People.

The employee table

Every employee appears as a row showing their photo, Staff Id, name, contact details, and where they sit in the organization: department, job title, and branch. Select an employee’s name to open their profile.

An employee with a scheduled leaving date shows an amber “Leaving {date}” badge next to their name. Hover the badge to see the scheduled date and the remark.

Each row has an actions menu with quick links: Profile, Edit, Off-board, Additional details, Groups, Assigned leaves, Documents, Contract details, and Delete.

Danger

Deleting an employee is permanent and cannot be undone. To end someone’s employment, use off-boarding instead.

Finding employees

• Search with the search box at the top of the page; the list narrows as you type.
• Sort by Name or Staff Id using the column sort controls. Pagination appears when the list spans more than one page.
• Filter by combining any of these criteria (active filters appear as removable chips):
  • Specific employees, age range, gender
  • Branches, departments, units
  • Agencies, including employees with and without an agency (see agency management)
  • Reports To (their manager)
  • Work groups and job title
  • Contract type and work arrangement
  • Employees with and without a group
  • Off-boarded employees (include or exclude them)
  • Ranges of employment date and birthday month

Choosing columns and exporting

Use the column visibility menu at the top right to show or hide columns. Your choice is remembered, though a minimum set always stays visible.

The Export action downloads the current list as Excel or PDF, reflecting whatever filters and columns you have applied.

Adding employees

The toolbar’s Add people button is how people come into your organization. It offers four ways:

Option	How it works
Add one person	Opens the add/edit form; the record is created right away.
Add many people	Opens the bulk import workspace: paste or upload a spreadsheet, map the columns, fix rows, then onboard.
Invite them to fill it in	Sends an onboarding invitation; the person completes their own details.
Share a collection link	Generates a self-service data-collection link for gathering details from many people at once.

Add one person and Add many people create employee records directly. Invite and Share a collection link collect data first, which you then review and convert in Onboarding.

Off-boarded employees

Employees who have left appear in the Off-boarded Employees list, which you open from the toolbar actions menu on the employee list. The list shows the same columns as the active list plus the off-boarding date, and from there you can edit their record or re-onboard them. See Off-board an employee.

The employee profile

Selecting an employee opens their profile, the detail view for that one person: personal details and the records held for them, employment, documents, contract and payslips, and a timeline of changes. The profile is headed by the employee’s name, photo, and employment status, and from its header you can off-board them or, if they have already left, re-onboard them. See The employee profile.