Managing Employees

Creating an Employee

To create a new employee:

1. Navigate to HR > Employees and click Add Employee.
2. Fill in the required fields:
   • Name -- First and last name
   • Email -- Work email address
   • Start date -- Employment start date
3. Optionally provide additional details such as phone number, job title, and department.
4. Click Save to create the employee record.

The new employee is created with ACTIVE status by default.

Editing Employee Details

Open an employee profile and update any of the following sections:

• Personal info -- Name, date of birth, profile photo
• Contact details -- Email, phone, address
• Employment details -- Job title, department, employee number
• Status -- Change between ACTIVE, INACTIVE, ON_LEAVE, or TERMINATED

Assigning to Teams

Employees can be assigned to one or more teams:

1. Open the employee profile.
2. In the Teams section, click Add to Team.
3. Select the team from the list.

Removing an employee from a team does not affect their employment status.

Linking a User Account

To give an employee access to the platform:

1. Open the employee profile.
2. In the User Account section, click Link Account.
3. Select an existing user account or create a new one.

Once linked, the employee can log in, submit timesheets, and request leave.

Managing Contracts

Contracts track the terms of employment:

1. In the employee profile, go to the Contracts section.
2. Click Add Contract to create a new contract.
3. Specify the contract type, start date, end date (if applicable), and terms.

Multiple contracts can exist for an employee (e.g., when renewing or changing terms). Only the most recent active contract is considered current.

Hour Settings

Hour settings define the employee's working schedule:

• Hours per week -- The contracted number of working hours
• Default schedule -- Which days and how many hours per day

These settings are used as defaults when logging time entries and for calculating overtime.

Vacation Balance

The vacation balance tracks the employee's leave entitlement:

• Total days -- Annual leave entitlement
• Used days -- Days already taken or approved
• Remaining days -- Available balance

The balance updates automatically when leave requests are approved or cancelled.