Managing Employees

The Employees section lets supervisors and admins manage the workforce — create, view, edit, archive, and restore employee records. It also provides integrated user management: invitations, role changes, and access status are all visible here.

Viewing Employees

Navigate to Employees. The list shows employees with name, employee number, email, role, and access status.

• Tabs — switch between Active and Archived employees
• Search by name or email
• Filter by location

Columns

Column	Description
Employee #	Unique identifier
Name	First and last name
Email	Contact email
Employment	Permanent or Fixed-term
Role	The employee's system role (e.g., Employee, Supervisor, Manager)
Access	App access status: Active, Invited, No access, or Disabled

Creating an Employee

Click "New Employee". Fill in the required fields and any optional details.

Required Fields

Field	Description
Employee Number	Unique identifier, max 50 characters
First Name	Employee's first name
Last Name	Employee's last name
Email	Must be unique per organization
Start Date	Employment start date

Optional Fields

Field	Description
Phone	Contact phone number
Employment Type	Permanent or Fixed-term
Pay Type	Hourly or Monthly
Pay Group	Maps to a wage table for automatic rate lookup
Experience Months	Total months of relevant work experience
Base Hourly Rate	Hourly pay rate in euros
Monthly Salary	Monthly pay amount in euros
Working Time Model	2-week, 3-week, Equalization, or Annual
Contract Weekly Hours	Agreed weekly working hours
Supervisor	Toggle on if the employee is a supervisor
Alcohol License	Toggle on if the employee holds an alcohol license
Full-Time	Toggle on for full-time employees
Union Dues Percentage	Percentage deducted for union membership
Availability Default	Available or Unavailable

When you create an employee, an invitation email is automatically sent so the employee can set up their login account.

Assigning Locations

After creating an employee, add location assignments:

1. Select a location and an optional department.
2. Mark one assignment as primary — this determines the employee's main work location.

Kiosk PIN

If the employee will clock in via a kiosk, set a kiosk PIN on their detail page in the Kiosk PIN section. Supervisors and above can manage it.

Action	When it's shown	What happens
Set PIN	The employee has no PIN	The server generates a non-trivial 4-digit PIN and shows it once in a dialog with a Copy button.
Regenerate PIN	The employee already has one	Issues a fresh PIN and shows it once; the previous PIN stops working immediately.
Remove PIN	The employee has a PIN	Clears the PIN; the employee can't clock in at a kiosk until a new one is set.

The plaintext PIN is shown exactly once at the moment of creation. It is stored hashed and is not retrievable afterward — if a PIN is forgotten or leaked, regenerate it. See Settings → Kiosk for the broader kiosk setup and the bulk-backfill option for first-time rollouts.

Editing an Employee

1. Navigate to the employee detail page.
2. Click "Edit".
3. All fields except employee number can be modified.
4. Changes are logged in the audit trail.

Employee Actions Menu

Each employee row has an actions menu (⋮) with context-sensitive options:

Action	When Available	What It Does
Edit	Active employees	Opens the edit form
Change Role	Employee has an active user account	Change the user's system role
Send Invitation	No user account and no pending invite	Send a login invitation
Resend Invitation	Pending invitation	Resend the invitation email
Archive	Active employees	Deactivate employee and user account
Restore	Archived employees (in Archived tab)	Reactivate employee and user account

Archiving an Employee

Archiving replaces the old "Deactivate" action. When you archive an employee:

1. Click the actions menu (⋮) on the employee's row.
2. Select Archive.
3. Confirm the action.

This:

• Sets the employee as inactive (hidden from the active list)
• Disables their user account (they can no longer log in)
• Revokes any pending invitations
• Preserves all historical data (shifts, worklogs, payroll)

If the employee has an end date and hourly rate, equalization settlement is triggered automatically.

Restoring an Archived Employee

1. Switch to the Archived tab.
2. Click the actions menu (⋮) on the employee's row.
3. Select Restore.

This reactivates both the employee record and their user account.

Administrative Actions

Some employee-management actions are restricted beyond the default Supervisor-or-above access because they affect many employees at once or change values that feed into payroll.

Bulk Experience Recomputation

:::caution Company Admin only Recomputing accumulated experience for all employees (the bulk "Run experience accumulation" action) requires Company Admin. :::

This action recalculates the experience-months field for every active employee based on their start date and any paid-leave offsets. Use it after large backfills, data migrations, or TES rule changes that affect how experience accrues. Results become the new basis for wage-table rate lookups, so run it outside an open payroll period if possible.

Per-Employee Experience View

:::note Manager or Company Admin Opening the experience breakdown for a single employee (the Experience tab or link on an employee detail page) requires Manager or Company Admin. :::

Supervisors cannot see the detailed experience-months history for an individual employee. If a supervisor needs to verify an employee's pay group or tier, they should ask a Manager or Company Admin to review the experience view.

CSV Employee Import

:::caution Company Admin only Importing employees from CSV — including downloading the import template — requires Company Admin. See CSV Import for the full flow. :::