Employees

This is where you manage every member of your team: from personal details through contract, position, compensation, working time and leave, all the way to documents and roles. This page is the central hub of people management — every employee has their own detail view here with several tabs.

What can I do here?

• See all employees either as a list (table) or as a card overview, and switch between the two views
• Sort the list by first name or last name - your choice is remembered for you going forward
• Filter employees by status, department, employment type and search term
• Add a new employee
• Invite an employee to sign in to the system (IAM access) or reset their access
• Invite an employee to the employee portal - even without access to the admin interface
• View and edit an employee's full record: personal data, contract, position, compensation, working time, leave, documents, roles & permissions, and internal notes
• Terminate an employee or reactivate a terminated employee
• Export employee data for the payroll office

Step by step

1. Find an employee: Use the status tabs at the top (All/Active/On Leave/Terminated), the search box, and the department and employment-type filters to narrow the list.
   1a. Choose a view: To the right of the filters, use "List" or "Cards" to switch between the tabular list view and the card overview. List is the default. Your choice is remembered in the page address (URL) — a shared or bookmarked link reopens the same view.
   1b. Choose a sort order: The "Last name / First name" toggle next to the filters sets what the list is sorted by alphabetically. Last name ascending is the default; clicking the already-active field again reverses the direction. Your choice is saved for you and applied automatically the next time you open the page - even after signing out and back in. A shared link that names a sort explicitly shows that sort, without changing your own saved preference.
2. Add a new employee: Click "Add employee", fill in the form and save.
   2a. Set up access - step 1: unlock products: Right after the employee is created (and at any later point via "Invite"), the invitation dialog first asks which products this employee may use - HR, CRM, Shop, ERP, Marketing, Tasks, Appointments, Sign, DMS, Settings. The products that have an own area (HR, Tasks, Appointments, Sign) are preselected. At least one product must stay selected.
   2b. Set up access - step 2: role: Only then does the dialog ask for the role. If you pick none, the employee gets the User role: read and write in their own area, nothing beyond it. They can start working right away and see a populated navigation, without holding any permission outside their own area.
3. View or edit employee data: Click a row in the list view or an employee card - the detail view opens with the tabs Personal Data, Contract, Position, Qualifications, Compensation, Finance, Time, Leave, Documents, Roles & Permissions, Offboarding, and Notes. Switch between tabs at the top and click "Edit" in the relevant section to make changes.
   3a. Change products and permissions later: The "Roles & Permissions" tab carries the same two steps. At the top you decide which products are unlocked and save with "Save unlocked products". Below it, only the permissions of the unlocked products appear, expandable per product. A tick takes effect immediately. If you take a product away again, that product's permissions are revoked - even the ones an assigned role would otherwise carry. The permissions of the remaining products are left untouched.
   3b. Not available during an impersonation session: While someone from operations is temporarily working as you (you can tell by the orange bar at the top of the screen), rights administration is blocked for that entire session - product entitlement included, because unlocking a product grants permissions. A notice appears in place of the checkboxes, and the permissions below are shown but not editable. Set the entitlement from your own login, without an impersonation: as owner or administrator under HR - Employees - Roles & Permissions.
4. Terminate an employee: Open the employee, go to the "Personal Data" tab and click "Terminate" at the bottom. Choose a termination reason and an optional comment. Terminated employees can be brought back with "Reactivate".

Fields explained

List / card view

The overview can be shown in two layouts; switch between them with the "List / Cards" toggle to the right of the filters. The list view is the default.

In both views, clicking a row or card opens the detail view; the status tabs, search and filters behave identically in both. The selected view is stored in the page address (URL).

Card overview

Key figures at the head of the detail view

Directly below the name sits a row of key figures for this person. Every tile is clickable and opens
the matching list, already filtered to this employee.

Why some tiles show a note instead of a number. A zero would mean "measured, and there is
nothing". Where that is not true, a text appears instead:

• "no entitlement maintained" on remaining leave: no vacation entitlement exists for this person
  and this year. "0 days" would be a statement about a balance that does not exist.
• "no vacation type configured": your company has not set up an absence type as vacation yet.
• "no current contract": there is no active contract, so there is no end date either.
• "open-ended": there is a current contract, but it has no end date.
• "no permission", or a missing tile: you may not view the linked area. The tile is then not
  offered at all, so you are never sent to a page you cannot open.

If the whole bar fails to load, a notice takes its place - deliberately not a row of zeros that
would look like a finding.

The way back. On every target page, "Back to «name»" sits at the top left, next to a marker
showing that the list is narrowed to this person. Clicking the cross on that marker lifts the
restriction and shows all entries again. All filters live in the page address (URL) - a copied link
shows a colleague exactly the same pre-filtered list, including the way back into the record.

"Personal Data" tab

"Contract" tab

An employee can have several contracts over time (contract history); a new contract can be added at any time. All contracts are listed one below the other — the most recent one is on top and marked "Current". A new contract therefore does not replace earlier ones but adds to the history; each contract can be edited individually and carries its own document.

Adding a new contract: The "Add contract" button sits at the top right, above the list. The form opens directly underneath it - before the list of existing contracts, not after it. You therefore see it straight away even when the employee already has ten contracts in the history. While the form is open, the same button reads "Close": that is the quick way back, without scrolling down to the "Cancel" at the foot of the form. The open state is kept in the address bar - reloading the page brings the form back, and the browser's back button closes it again.

Each contract can also be removed again via Delete. This is meant for mistaken entries — a confirmation prompt comes first, and the action is recorded in the log. Two things deliberately do not happen: an uploaded contract file stays in the employee's document list and only loses its link to this contract. And no other contract automatically moves up to "Current" — if you delete the current contract, the employee has no active contract for the moment. Set the contract you want active again yourself in that case.

"Position" tab

Who may decide a request

Three roles qualify. You maintain two of them on this tab; the third follows from the permissions:

1. Approver - the normal case. The request lands in their tasks and they decide it.
2. Absence deputy - steps in while the approver is away themselves. The approver keeps the request; the deputy is shown it in addition.
3. HR department - anyone holding the "manage HR" permission decides company-wide, regardless of the reporting line. That is deliberate: HR is nobody's line manager and still has to be able to act for the whole company.

Anyone who only holds "approve absences" decides for their own people only; on someone else's request they are told they are not responsible for it. And nobody decides their own request - that holds in all three roles.

"Qualifications" tab

This is where you maintain what the employee can do and brings along.

"Compensation" tab

Compensation history

Below the fields you see a list of all compensations for this employee, newest first.
Each row shows the period, the amount, the commission, the commission type and the reason
for the change.

• The currently valid entry has no end date and is shown as "until today".
• As soon as you save a change, the previous entry ends on the day before the chosen
  effective date and the new entry starts on that date. This keeps a gap-free record of
  which amount applied when.
• When this view was introduced, each employee's most recently maintained compensation was
  carried over automatically as the first entry - with the contract start as its start date
  and without a reason ("Not stated"), because none was recorded for the past.
• A newly created contract that carries an amount automatically brings its first entry along,
  starting on the contract start date.
• Every change is additionally written to the audit log - it records who created, changed or
  removed which period and when, but never the amount itself.

Backfilling, editing and removing earlier periods

Closed periods in the past have their own path. It is meant for the case where the
history only started at go-live and older pay steps are missing, or where a period already
recorded contains a typo.

• Start and end are both mandatory. A backfilled period is always closed - there is no
  "until today" here.
• A reason is mandatory, exactly as for a current change.
• Periods must not overlap. They may be adjacent (1 Jan-31 Dec and from 1 Jan of the
  following year) and they may leave gaps: if an intermediate period is unknown, that
  does not block backfilling the older ones.
• The currently valid entry ("until today") is locked on this path - it can neither be
  edited nor deleted here. You continue it exclusively through "Adjust compensation" on the
  contract. A backfilled period must therefore end before the start of the currently
  valid entry.
• A pay rise in the middle of an already recorded block is modelled in two steps: shorten
  the existing period to the day before the rise, then backfill the new period with the
  higher amount.
• Backfilling, editing and removing all require the "manage HR" permission.

How to do it: in the "Compensation" tab, an "Add past period" button sits above the
"Compensation history" list. It opens a form with valid-from, valid-until, amount, commission
and reason. The end date is pre-filled with the day before the oldest existing entry
starts, so the period you add abuts the existing one without leaving a hole. Overwrite it if
there really was a gap between the two.

Already-closed rows carry "Edit" and "Delete" on the right. The "until today" entry
deliberately does not.

Example: an employee joined on 16 Sep 2019, but the history only starts on 1 Jan 2023
because that is when the record was migrated into this system. Add the period 16 Sep 2019 to
31 Dec 2022 with the salary that applied then and the reason "first compensation per 2019
contract". The history is then complete from the joining date onwards.

The open editor is reflected in the address bar, so you can reload the page or pass the address
on without losing the form.

Amounts are particularly sensitive and are stored encrypted - in the history just as on the
contract. The history is visible only with the "read HR" permission; changing it requires
"manage HR".

"Finance" tab

The employee's bank, tax and insurance details. Each of the three blocks has its own "Edit" button.

"Time" tab

"Absence" tab

"Documents" tab

"Roles & Permissions" tab

"Notes" tab

This tab is visible in the tab bar but currently shows no content in this version. Use the "Remarks" field on the edit form instead for short internal notes.

Values & statuses

Employment status

Note: not every screen in the Admin area shows all five values consistently — some lists, status tabs, or badges currently only cover a subset (e.g. no dedicated badge for "Suspended"). The status documented above is the actual backend value; where a display differs, that's a known simplification of that particular UI component, not a data error.

Employment type

Employment type and contract type (next section) sound similar but are two independent
fields on different records - not a typo and not a duplicate:

• Employment type lives on the employee record itself (the "All Types" filter in the employee
  list, the "Position" tab). It answers: what broad category is this person employed under -
  full-time, part-time, contractor, intern, or temporary?
• Contract type lives on the individual contract (the "Contract" tab, see below). It answers a
  different question: what legal form does this specific contract have - permanent, fixed-term,
  mini-job, working student, internship, apprenticeship, or freelance?

An employee with employment type "Contractor" might, for example, have a contract with contract
type "Freelancer" - both values describe the same underlying relationship from two different angles
(employment category vs. legal contract form), but the system does not link them: changing one field
does not automatically change the other. Both the filter and the tab now show a hint text pointing
to this distinction.

Contract type

See above ("Employment type") for how this differs from employment type. When editing an existing
contract, these types are available:

When creating a new contract (via "Add contract"), the same value list is available as when editing.

Payment type (bank details)

Termination reason

Frequently asked questions

Why does a new employee sometimes see an empty interface?
Since 27 August 2026 this can no longer happen. Before that, an employee could be created with no permission at all - they signed in and found a menu without a single clickable entry, which looks like a broken application rather than a missing permission. Every newly invited employee now gets at least the User role and at least one unlocked product; neither can be set to "nothing".

What is the difference between a product and a permission?
A product is the large area (HR, Shop, CRM ...). Unlocking answers "what does this person work with at all?" and narrows the choice in the second step. A permission is the individual action inside a product (read orders, write orders ...). Without an unlocked product, its permissions are not offered in the first place.

How do I invite an employee to sign in to the admin area?
Click "Invite to sign in" on the employee card (only shown if the employee doesn't have access yet), optionally choose a role, and send the invitation.

How long is the invitation link valid, and how safe is it?
The link is valid for seven days and can be redeemed once; after that it is worthless. Inviting the same person again immediately invalidates the previous link. The link is worth as much as a password - do not pass it on and do not forward the invitation email to third parties. So that it does not end up unnoticed in logs or in the browser history, it carries its secret behind a hash sign; browsers never send that part of an address to a server. Once the invitation page has loaded, the secret also disappears from the address bar.

The invitation will not send - why?
The notice tells you the reason. Two of them are yours to fix: if the workspace's admin URL is missing, the invitation email would carry no link for the employee to set up their account - store it under Settings › Domains & URLs and send the invitation again. If no email address is on file for the employee, add it on the "Personal details" tab. If the notice instead gives an identifier (such as INTERNAL_ERROR, HTTP 500), the cause is not in your data - please quote that identifier when reporting it.

What is the difference between "Invite to sign in" and "Invite to portal"?
The two invitations lead to two different places. "Invite to sign in" grants access to the admin interface - the working environment this personnel record lives in. "Invite to portal" grants access to the employee portal, the separate application where staff request absences, record time and download their payslips. A person can have both, one, or neither. What matters for you: portal access works independently of an admin account, so you can also invite somebody who exists only in the personnel file and has no business in the admin interface at all.

How do I invite somebody to the employee portal?
Open the personnel record and click Invite to portal at the top. The person receives an email with a single-use link for setting their first password. The link is valid for seven days, can be redeemed once, and invalidates any earlier invitation. The invitation itself appears in the audit trail; the link deliberately does not - it is worth as much as a password.

"Invite to portal" is refused - why?
The message names the reason. Three cases occur: the person already has portal access - they reset their own password via "Forgot your password?" on the portal sign-in page instead of getting a new invitation. No email address is on file - add one on the "Personal details" tab. Or the person has left - an ended employment gets no new access.

What happens if an employee has lost access?
If the employee is already active, the detail view shows a "Reset login" button instead of the invite button. This wipes the password, two-factor login and active sessions, and the employee receives an email to set a new password — their account and profile remain unchanged.

Where can I see how much vacation an employee has left?
Open the employee and switch to the "Absence" tab. There you'll see the entitlement, days already taken, remaining days, and any carry-over from the previous year along with its expiry date.

Can I bring back a terminated employee?
Yes. Open the employee, go to the "Personal Data" tab and click "Reactivate".

Why does the owner login appear as an employee in the list?
Whoever registers a workspace automatically receives their own employee record - otherwise "My Area" would stay empty for the first person in the workspace. The record carries the first name, last name and email address from the registration, and the registration date as the hire date; every other field is empty and can be filled in like for any other employee. You can edit this record normally or set it to "Left" - it will not be created again.

What is the payroll-office export for?
The "Send to payroll office" button in the detail view compiles an employee's relevant master data for handoff to an external payroll provider.

Related topics

• HR Dashboard
• Absences
• Org Chart
• Employee Lifecycle