Employees and Teams
Add employees, organize teams, and manage people records.
Employee records store the people information HRM needs for attendance, leave, documents, salary, payroll, and self-service.
Add an Employee
Open HRM > Employees, create an employee, and enter profile, work, contact, department, designation, and employment details. Keep employee emails accurate when self-service access or notifications are used.
Owners and admins can manage employees. Employee creation includes first name, last name, email, phone, job title, department, position, employment type, join date, and linked user.
Owners can also invite workspace users from the employee page by entering an email address and role. Invitation actions include resend and cancel.
Create the employee record before relying on attendance, leave, payroll, or self-service. If the employee also needs workspace access, link or invite the matching user account so HR records and app access stay aligned.
Use the legal or HR-preferred name where payroll and documents require it, and use customer-facing display names elsewhere when your internal policy allows. Incorrect names can flow into reports, payslips, and approvals.
If employees are being imported, define departments, positions, leave policies, and required custom fields first. Clean setup data reduces manual cleanup after the import.
Edit and Offboard Employees
Use the employee row actions or profile page to update HR details such as address, emergency contact, manager, bank/payment details, custom fields, termination date, department, and position.
Use offboarding when an employee leaves. Offboarding keeps history available for attendance, leave, payroll, documents, and reports.
Before offboarding, confirm pending leave, open attendance corrections, payroll runs, assigned tasks, and workspace access. HR history should remain available, but active responsibilities should be reassigned.
After offboarding, review team membership, manager assignments, project ownership, approval queues, and notification routing. Removing a person from active HRM work should not leave projects, leave approvals, or payroll review blocked.
Teams
Teams group employees for reporting, organization, and management workflows. Use clear team names and keep membership current when people move roles.
Open HRM > Teams to create or edit departments. Team fields include name, code, description, manager, parent department, and active status. Use parent departments when you need a hierarchy.
Delete only teams created by mistake. If a team was used historically, make it inactive or rename it rather than removing context from reports.
Assign managers carefully. Manager relationships may affect review routines, leave approvals, reporting, and who teammates expect to contact. When a manager changes, review pending leave requests and open HR tasks for that team.
Use teams for ongoing reporting and management structure. Use projects, tasks, or chats for temporary collaboration groups so HR reports do not become cluttered with short-lived work.
Review People Data
Review employee and team data before payroll, headcount reports, leave planning, and access audits. Incorrect managers, departments, employment types, or linked users can affect reports and self-service behavior.
Spot-check at least one employee from each department after major HRM setup. Confirm profile details, linked user, department, position, manager, leave eligibility, attendance expectations, salary setup, and document access before inviting employees to use self-service.
Employee Data Checklist
Before payroll, audits, or self-service rollout, confirm:
- employee name and email are correct
- linked user account matches the employee
- department, position, manager, and employment type are current
- join date, termination date, and status are accurate
- salary or payroll details are ready where payroll is used
- attendance, leave, and document access match policy
Troubleshooting People Records
If an employee cannot access self-service, check the linked user, invitation status, role, and employee status. A complete employee profile does not always mean the user account has accepted access.
If reports group employees incorrectly, review department and position spelling before changing report filters. Duplicate labels usually come from import or manual-entry differences.