New Employee

Flowtly Editorial Team2 min

To create an employee, go to their list by selecting "Employees" from the main menu. A button to create a new employee will be visible in the upper right corner. To create an employee with a minimum amount of data, simply complete the Name, Surname and company email address.

On the Employees List page, there is a list of Active and Inactive employees. By default, newly created employees are listed as inactive. To move an employee to the active list, an active (or nearest future) agreement must be added in the dedicated tab of the Employee Profile. After Agreement is finished (or nearly finished), employee will be moved to Inactive list.

We distinguish few agreement states:

  • inactive - when agreement finished more than 30 days ago. Date to was provided and is in the past.
  • freshly finished - when agreement finished in last 30 days. Date to was provided and is in the past.
  • finishing - agreement is finishing in next 30 days. Date from is in the past, but date to is provided and in the future.
  • not started yet - agreement date from is less than now
  • active - when any of previous status is not fulfilled but date from is less than now and date to is in the future or was not defined

Depends on status, on the Employee List system will show specific icon related them them to easily check with which agreement you need to take some action (for example when you need to create annex).

To enable an employee to log in to the organization, on the Employee List, click the "Add User" button next to the "Edit" button for the selected employee.

Note: The active/inactive lists and agreements feature will only be available if the Agreement module is purchased. Otherwise, there will be a single list of employees without the option to add agreements.

Example use cases

  • Onboarding a new full-time employee and setting up their initial agreement.
  • Adding a temporary contractor to the system for payroll and record-keeping purposes.
  • Granting a newly hired team member access to the Flowtly workspace.

Connection map

Refers toPart of
Documented hereDocumented elsewhere
audit-log records person. person works under agreement. work-schedule assigned to person. benefit-assignment held by person. employee-profile describes person. employee-document filed against person. responsibility assigned to person. performance-target set for person. meeting held with person. holiday-request submitted by person. leave-entitlement held by person. project staffed by person. project-rate rates person. booking books person.recordsworks underassigned toheld bydescribesfiled againstassigned toset forheld withsubmitted byheld bystaffed byratesbooksAAudit trail — The record of who did what and when. It is how a user action is investigated after the fact, and what compliance is demonstrated from.Audit trailPPerson — An employee. The central record the rest of the workforce data hangs off — profile, documents, leave, benefits, rates.PersonAAgreement — The document formalizing the terms between the organisation and one employee or contractor. It is the foundation of the employees module: whether someone has an active agreement decides whether they appear in the other modules at all.AgreementWWork schedule — The working days, hours and breaks assigned to an employee, from the week the assignment starts. It is what the Work Time calendar draws.Work scheduleEEmployee benefit — One benefit granted to one person for a date range. A person can hold several at once.Employee benefitEEmployee profile — The detailed record for one person: contact details, job role, department, employment history.Employee profileEEmployee document — A file attached to a person — a contract, a review, anything filed against them.Employee documentRResponsibility — An area of ownership assigned to a person.ResponsibilityPPerformance target — An objective set for a person and measured against.Performance targetMMeeting — A recorded one-to-one or review between people.MeetingHHoliday request — An employee's request for time off, submitted for approval. Approving it is what turns it into leave the rest of the system counts.Holiday requestEEntitlement — How much leave a person has for the leave year. A request draws it down; the balance is what remains.EntitlementPProject — The core organizational unit for a business initiative, client engagement or internal work. Everything tracked — time, cost, invoicing, profitability — hangs off one.ProjectMMember rate — A team member's billing or cost rate on a project. Rates are per member, so the same person can cost differently on two projects.Member rateBBooking — One person committed to one role for a stretch of weeks, at a percentage of their time. A booking is a plan, not a record of work done.Booking

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