Employee Profile

By going from the list to a specific Employee, you can view and manage their information. In the main profile, you will find basic personal information. The employee profile also includes a range of additional information, such as permissions, annual leave limits, agreements, documents, project rates, and benefits.

Employee personal data

In the employee data tab, you will find two sections representing part of the employee's strictly personal data, such as name, surname and date of birth. The second section is related to contact details, where you can configure an additional email address (e.g. private) or phone number.

Other tabs

In the employee profile, you will also find tabs related to other employee configuration options. Some of them will only be visible when the appropriate module is active. Below is a list of all possible tabs related to a single person:

• Overview: Personal data, contact details
• Permissions: management of roles of a given employee in the system
• Annual leave: allows configuration of annual limits of days off
• Agreements: list of contracts defining the terms of employment between the organisation and the employee
• Documents: allows uploading additional documents for the employee
• Rates: related to the configuration of rates on projects in which the employee participates
• Benefits: non-wage benefits provided to employees in addition to their regular salaries or wages

Removing a person

Removing a person takes them out of the employee list and ends their employment, but it does not erase what they did while they worked with you. Their record is hidden rather than destroyed, so anything that already refers to them — a logged hour, an approved leave request, an agreement a payment was budgeted against — still resolves and still reads correctly.

Three things happen to the records attached to that person, and each one is deliberate:

• Their agreements stay, and stop counting. Any agreement still open is ended on the day you remove the person, and every agreement of theirs reports as inactive from that point on. Reports on active contracts, headcount and capacity stop including them immediately. The agreements themselves are kept, because past periods were paid and budgeted against them.
• Their annual leave limits stay, and stop applying. Each limit keeps its figure and is marked as no longer applicable, so it disappears from the entitlements you are actively managing without losing the number any past leave balance was measured against.
• Anyone reporting to them is released. Their direct reports no longer report to a person who is gone, so approvals and manager-based routing do not stall.
• They stop appearing where you pick somebody or count the team. Assignment pickers no longer offer them, and headcount and team counts no longer include them, so you cannot accidentally assign new work to somebody who has left. Their name still shows wherever a past record already refers to them — who logged an hour, who owned a deal, who wrote a note — because hiding it there would make history unreadable.
• Filters over past records can bring them back. Where a filter asks who did this, rather than who should do this next — the owner filter on the deals list, the person filter on asset bookings — its menu carries an Include former employees switch. It is off by default, and turning it on adds people who have left back to that one filter's options. If you are already filtered on somebody who has since left, they stay selected either way, so the filter never empties on you.

If you only want somebody off the active roster for a while, end their agreement instead of removing the person. Ending an agreement stops the capacity, the accrual and the timesheet target while leaving the person in the list, and is the reversible option.

Example use cases

• Onboarding a new team member by adding their personal details, initial agreements, and setting up their annual leave limits.
• Offboarding somebody who has left, and confirming their agreements and leave limits have stopped counting towards active headcount.
• Updating an employee's contact information or their project rates as their role evolves.
• Reviewing an employee's current annual leave balance and their assigned benefits.
• Accessing and uploading important documents or employment agreements for audit or reference.