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 their employee number, name, email, employment type, role, and access status.

• Tabs — switch between Active and Archived employees
• Location — narrow the list to one location. When no location is selected, a Primary Location column is shown so you can see where each person mainly works.
• Role — show only employees whose login account has a given role (Employee, Supervisor, Manager, Admin, Accounting). Employees without an account are hidden while this filter is on.
• Access state — show only employees in a given access state (Active, Invited, No access, Disabled, Unlinked account — see Access Status).
• Payroll company unset — show only employees who have no payroll company set. Useful when you are rolling out payroll companies and want to find who is still missing one.
• Search by name or email

Filters, sorting, and the current page are kept in the address bar, so you can bookmark or share a filtered view and the browser's back button restores it. On mobile, the filters are behind a filter button whose badge shows how many filters are active.

Columns

Column	Description
Employee Number	Sequential number assigned automatically
First Name / Last Name	Employee's name
Primary Location	Shown only when no location filter is active
Email	Contact and login email
Employment Type	Permanent or Fixed Term
Role	The role of the employee's login account (e.g., Employee, Supervisor, Manager). Empty when the employee has no account.
Access	App access status: Active, Invited, No access, Disabled, or Unlinked account

Sorting

Click the Employee Number, First Name, Last Name, Email, or Employment Type column header to sort by that column. Click again to reverse the direction. Sorting applies to the whole list, not just the page you are looking at. Without a chosen sort, the list is ordered by last name, then first name.

Who sees what

• Supervisors and Managers see only employees assigned to their own location(s).
• Company Admins see every employee.
• Accounting users see every employee in a read-only list — they can open employee details (including pay fields) but cannot create, edit, invite, or archive anyone.

Creating an Employee

Click New Employee. Fill in the required fields and any optional details, then click Create Employee.

Required Fields

Field	Description
First Name	Employee's first name
Last Name	Employee's last name
Email	Must be unique per organization
Start Date	Employment start date

The Employee Number is assigned automatically — the form shows the next number as a read-only preview. Numbers are sequential integers, are never reused (even after an employee is archived), and cannot be edited afterwards.

Optional Fields

Field	Description
Phone	Contact phone number
End Date	For fixed-term contracts
Employment Type	Permanent or Fixed Term
Pay Type	Hourly or Monthly
Working-time system	Regular, Equalization, or Annual
Period length	2 weeks or 3 weeks
Pay Group	Maps to a wage table for automatic rate lookup
Payroll company	The company that pays this employee's wages — see Payroll Company below
Prior experience (months)	Sector experience at hire. Total experience accrues from this starting point.
Hourly Rate (€)	Filled in from the wage table; tick Override rate manually to set a different rate
Monthly Salary (€)	Monthly pay amount in euros
Contract hours per N weeks	Contracted hours for the whole working-time period (not per week). Capped by the working-time model.
Union Dues (%)	Percentage deducted for union membership
Role	The app role the invitation grants (create only). You can only pick roles at or below your own.
Full Time	Tick for full-time employees
Alcohol License	Tick if the employee holds an alcohol license
Default Availability	Available or Unavailable

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

Payroll Company (Employer of Record)

Some employees work at locations that belong to different companies in your organization (for example, one person works shifts at two parks run by two separate companies). By default, each hour is paid by the company that owns the location where it was worked — so that person's pay is split across two companies' payroll.

The Payroll company field lets you choose a single employer instead:

• Empty (shown as "— (paid per worked location)") — the default. Pay is filed under the company of each worked location, exactly as before.
• A company selected — that company pays and reports all of the employee's wages, wherever they work. Their hours from every location are gathered into that company's payroll period, and weekly overtime is calculated once on their combined hours.

The employee's shifts, rosters, and timesheet approvals are not affected — those still follow the location where the work happens. Only where the pay is filed changes.

:::caution Change it at a period boundary You cannot change an employee's payroll company while one of their payroll periods is locked or calculated (in progress). Finish (approve) or unlock that period first, then make the change so it applies from a clean period start. Every change is recorded in the audit log. :::

Use the Payroll company unset filter on the Employees list to find employees who still need one. See Multi-Company Employees for how payroll periods and exports use this setting.

Assigning Locations

Every employee gets at least one location when they are created (the Locations field on the new-employee form, or the locations CSV column). Add further locations, or set a department, in the Assignments card on the employee detail page:

1. Click Add Assignment.
2. Select a location and an optional department.
3. Tick Primary if this should be the employee's main work location.

An employee must always have at least one location, so the remove button is not shown on their only assignment — add the new location first, then remove the old one. Supervisors and Managers can only remove assignments at their own locations. Only one assignment can be primary — to change which location is primary, click Set as primary on the other assignment row. The previous primary is demoted automatically; you don't need to remove and re-add anything.

Assignments also decide what Supervisors and Managers can see: they only see their own assigned locations. Make sure every supervisor and manager has at least one assignment, or they will see nothing.

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 the employee number can be modified.
4. Changes are logged in the audit trail.

The role is not changed from the edit form — use Change Role from the actions menu instead (see below).

Employee Actions Menu

Managers and Company Admins see an actions menu (⋮) on each employee row with context-sensitive options:

Action	When Available	What It Does
Edit	Active employees	Opens the edit form
Change Role	The employee has a login account or a pending invitation	Change the account's role, or the role a pending invitation will grant
Link Account	Access shows Unlinked account	Connects an existing login with the same email to this employee record
Send Invitation	No 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

To give someone a login without an employee record (for example an accountant or an office administrator), a Company Admin uses the Invite user button at the top of the page instead — see User Roles & Access.

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. :::