Managing employees
View, filter, and manage employees in your organization.
Employee list
Navigate to to see all employees.
Filtering
Use the filter bar above the list to narrow results:
| Filter | Description |
|---|---|
| Search | Find employees by name, email, or searchable custom attributes |
| Status | Filter by employment status: Active, Pending, Inactive, or No employment. Active and No employment are selected by default, so an employee you have just created is visible before you give them an employment |
| Manager | Show employees reporting to one or more managers. If you are a manager, this starts on Me so you land on your own team — clear it to see everyone, and it stays cleared |
| Org Unit | Show employees from one or more org units (teams or departments) |
| Terms | Show employees assigned to one or more sets of employment terms |
| Start date | Show employees whose employment started on or after, or on or before, a date |
| Country | Show employees working in specific countries — available when your workspace uses work countries. The list also gains a Country column. |
You can combine multiple filters. Filters are preserved when you navigate away and come back.
Employee statuses
| Status | Meaning |
|---|---|
| Active | Has a current employment |
| Pending | Has a future employment start date but hasn’t started yet |
| Inactive | Employment has ended |
| No employment | No employment has been registered yet — a newly created employee starts here |
Moving between an employee’s pages
When you look at someone else’s profile, timesheet, time off or approvals, a row of links at the top of the page takes you straight to the same person’s other pages:
| Link | Opens |
|---|---|
| Profile | The employee’s profile |
| Timesheet | Their timesheet. For a former employee, it opens on the week they left |
| Time off | Their time off and balances for the year |
| Approvals | The approvals inbox, showing only this employee’s pending items |
You only see the links to pages you are allowed to open for that employee. The links don’t appear on your own pages, and they are only shown on a computer, not on a phone.
Employment information
An employee’s employments live on their profile. Open an employee from the list and go to the Employments section, which tells you how many employments are active and when the next one starts.
Changing something from a date
Employment terms, work time norm, org unit and manager all change on a date — a new norm from the 1st of next month, a new manager since the start of this one. Edit the existing employment; don’t add a second one. Adding an employment is for a genuinely separate engagement, not for a change to the one the employee already has.
Click Edit on the employment.
At the bottom of the panel, choose when the change applies:
Applies from Use it for Today A change that is in effect from now Later A planned change. Opens on the 1st of next month Backdated Something already true that was never recorded. Opens on the 1st of the current month Change the fields you need, and click Save .
The employment stays a single line, and the change is recorded from the date you chose.
The employment’s own start and end dates work the same way: the new dates apply from the date you chose, and periods before it keep the old ones. Choose Backdated if you are correcting dates that were wrong all along.
Seeing what has changed, and what is about to
A field with a change already planned carries a marker naming the new value and its date — for example Senior consultant from 1 Oct 2026 under the current employment terms. Click the marker to open the change log.
Changes to this employment lists every dated change, newest first:
- the fields that moved, with the old value and the new one
- who recorded it, and when
- whether it is scheduled (not in effect yet), in effect, or backdated
Editing or cancelling a planned change
A change that has not taken effect yet can still be changed, from the change log:
- Edit opens the panel showing the employment as that change will leave it, on its planned date. Change the date to move the change; change the fields to reshape it.
- Cancel drops it. If it was recorded together with other changes, the confirmation names them — they are cancelled too.
A change that is already in effect cannot be cancelled. Record a new change instead, backdated if it should have applied earlier.
Time off
The Time Off section on an employee’s page lists their current and upcoming time off, read the same way as on their own dashboard.
If you may plan time off for the employee — as their manager, or as an administrator — Register time off opens the same planner they use, with its title naming them. Fixed periods and open-ended ones (such as parental leave) both work. Each row also lets you edit, end or cancel that period on their behalf, as far as your rights allow.
Colleagues who may only see the team’s time off see the dates and the kind of time off (for example Vacation), not the type’s name, and cannot change anything.
A time off type that only appears on the timesheet can’t be registered here. See Activities for how to give it a policy, and Time off for how requests work.
Deleting an employee
When an employee’s data should be removed entirely:
If the employee still has an active employment, the confirmation dialog warns you that employment data will also be removed.
Related
- Custom attributes — add searchable fields to employee profiles
- Employment terms — norm, flex account and approval settings for groups of employees
- Org units — build your company structure