How to Manage Employees
The employee directory is a functionality
available only for Manager and Administrator roles. It shows a complete list of all
employees and their important details.
These permitted roles can View, Add, Update and Delete employee records to keep the information accurate and up to date.
Directs to Employee Directory
To move to employee directory, you need to go to side menu and simply click on "Manage Employee" option.
Manage Employee option in side menu
You can see Manage employee page like below.
Manage Employee page
Adding Employee
Add an employee
To add an employee, go to the Manage Employee page. Then, find the "Add Employee" button in the top right corner. Click on it, or select "Add Employee" from the dropdown list.
You will see the Employee Adding form on the right side in a side panel.
Add Employee Form
The Employee Add form has three sections: Personal Information, Employment Information, and Supervisor Information.
The Personal and Employment Information sections include fields marked with an asterisk (*), which means you must fill them out. You can also fill in other fields, but they are optional. In the Supervisor Information section, you must assign a supervisor.
Personal Information section
Employee Information section
Supervisor Information section
After you fill in all required fields, scroll down to find the "Save & Invite" button. Click it to add your employee details to the employee directory.
Add multiple employees
To add multiple employees, go to the Manage Employee page. Then, find the "Add Employee" button in the top right corner. Select "Add Multiple Employees" from the button's dropdown list.
You will see the Add Multiple Employee Adding form on the right side in a side panel as shown in below image.
To add an employee, enter their First Name, Last Name, Email, Role, and Reporting Manager. After you’ve entered these details, a green round icon will appear. This means you added the employee details correctly. To do this employee to the list, click the "+" icon button located to the right of the green icon.
Add the employee to the form of add multiple employees
After you add all the employees to the list, click the "Save" button at the bottom of the page.
Employee CSV upload
To add multiple employees through CSV upload, go to the Manage Employee page. Then, find the "Add Employee" button in the top right corner. From button dropdown select "Employee CSV Import".
You will get the view like below.
There you can Download and Upload the CSV format. To download the CSV format simply click on "Download Here" texts. You will get CSV formatted spreadsheet file.
You will see three tabs with CSV file: Instructions for using the template, Dropdown data needed to fill the template, and the Employee Data Template.
Upload Employee Data Template
To upload the Employee Data Template, click on "Browse Template" or drag and drop the file into the designated area.
File upload area
Once the file is uploaded, you will see the file listed below. Finally, click the Upload button to add your employees to the list.
CSV uploaded view
If the upload is successful, you will see a success message like below.
View Employee Details
To see all employees in the company, go to the Employee Directory page as mentioned in "Directs to Employee Directory".
Employees details page
You can filter employee details using the status filter and the search option with the selected fields.
Employees can be filtered under four employment statuses: Active (the default), Terminated, Suspended, and All. This filter available at top of the Employee details table.
Status Filter
Search Employees
To search for employees, choose the field you can use: First Name, Last Name, Email, or Contact. You need to enter at least 2 characters in the search area. After that, click the search button to see the results.
Search employee by fields
View an Employee details
To view an employee's details, click on the green eye icon. This will open the View Employee side panel, where you can see all the employee's information.
Employee actions
View Employee view
Edit an Employee Details
To edit an employee's details, click the blue pen icon in the actions column regarding to the employee's record.
Employee Edit button
Employee Update form
Only an Administrator can edit an employee's email field.
Administrator and Manager roles can update their information without a reporting manager. They can also declare themselves as the reporting manager.
Administrator and Manager Roles can automatically approve their Leave and Overtime requests. In the Update Employee form, there is a switch for auto approval in the Employee Information section of Manager and Administrator role employees.
Only the Administrator can change this setting.
After you update the details, scroll down and click the Update button to save your changes.
Employee Update button - Update form
If updated successfully you will see success message.
Update Successful message
Delete an Employee
To delete and employee you can use the Delete button comes in action center.
Employee Delete button
You will see a confirmation pop-up asking if you want to delete. Click Delete to proceed. Remember, you cannot undo this delete action.
Delete Confirmation message
You cannot delete an Administrator if it is
the only one. To delete the Administrator's record, you must first assign the
administrator role to someone else.
Update Own Details - Employee Profile
Only Administrator Role can access these setting options.
To update your profile details, go to the "My Profile" section in the side menu.
My Profile Option in Side menu
On the My Profile page, you can only update the Personal Information section but you cannot change your First Name, Last Name, or Email there.
My Profile Page View
You can also do this on the mobile app. To access your profile, tap the Profile option in the bottom menu, or open the side menu and tap the right arrow next to your name to go to your profile.
Profile Option - Bottom Menu
Right Arrow - direct to Profile
Profile Page - Mobile View
To save updates scroll down to bottom of the page and click on Update button there. ( This button not enable unless you have made changes. )
Employee Directory Settings
You can turn on certain details to display in employee information from the employee directory settings.
Employee Directory Settings
When you turn on the fields address field, the Personal Information section will change. The address will expand to include Address Lines and more detailed fields.
Address Fields when switch on Show Address option
And the Employment Information section was changed along with two other fields (Govt Tax ID and Payroll ID).
If above fields are enabled, employee Add, Edit, View and CSV Upload Template will have these fields.
If your company uses the overtime module, you can set limits on overtime hours for each week. When this setting is enabled, a new section called "Overtime Condition" will appear with Employee details. There you can setup Overtime hour limit for the employee.
Overtime Conditions Page
Employee Details - Overtime Conditions Section
For more setting details directs to the Setting article.
Related Articles
How to Manage User Groups
In Leave Central, there are two categories of roles: System roles and Custom roles. System Roles System roles are predefined in the Leave Central application. There are four System roles: Administrator, Manager, Approver, and User. Let’s look at what ...Accrual Leaves
What is Accrual Leave Accrual leave is a method of earning paid time off (such as vacation or sick leave) gradually based on time worked. Instead of receiving all their leave at the start of the year, employees accumulate it over time. Example: If a ...How to Check Leave History
The Leave History checking facility is available for all user roles to review their own leave history. In addition, approvers can view the leave history of employees assigned to them, while managers and administrators can access the leave history of ...How to Check Overtime History
The Overtime History checking facility is available for all user roles to review their own leave history. In addition, approvers can view the leave history of employees assigned to them, while managers and administrators can access the leave history ...Leave Allowance
Only Administrator role can perform this action. On the Leave Allowance page, you can assign leave counts to employees. You can do this in two ways: assign the same count for the entire company or assign counts individually. You can set leave ...