Create, Lock, Archive or Delete an Employee Profile

Overview

Before you create an employee profile, you will need to make sure that the relevant Supplier, Customer and Approver profiles have been set up. There are mandatory details in the employee profile that link to each of these user types.

An employee profile contains the employee's personal and employment information as well as the details of each Job they're assigned to.

Create an Employee Profile

1. Go to Users > Employees > Create New Employee.

2. Enter the employee’s name to create the draft profile. The First Name and Last Name that you enter will form the employee’s portal username and can’t be changed once the profile is created.

3. Click Submit.

4. Before the profile can be saved, you will need to enter the employee’s details in the Required Details and Addition Details screen. At a minimum, you will need to enter the following mandatory information:

   • In User Details, enter a Primary Email Address. The First Name and Last Name will pull through from what you entered earlier
   • In Employment Conditions, enter an Employment Start Date, Pay Type and Pay Cycle.
   • Check that the prefilled data for Permission Group, Full Time Week and Engagement are correct.
   • In Job Details, set a Workplace
   • In Approvers, select a Primary Approver.
   • In Additional Details > Payroll Admin, set the Bill Through Entity. You will only need to do this if there is more than one entity in your portal.

5. Click Save & Activate to activate the profile. You can also save it as a draft if you need to come back to it or submit it for review.

If there are incomplete mandatory fields when you Save & Activate, these will be highlighted in red and flagged with an error banner at the top of the screen.

Once you have saved the employee record, you can add further details in the Employee Profile and Job Profile sections as required.

View an Inactive Employee

The default view of the Users > Employees report will only show employees with an active job. If an employee doesn’t appear in the list, they may be inactive. This means that the jobs attached to their profile either haven’t started or the finish dates have passed.

To view an inactive employee:

1. Go to Users > Employees.

2. Click Report Settings > tick Include Inactive Employees > Go.

Lock an Employee Profile

A profile can be locked to restrict the employee from accessing their account. To lock an employee profile:

1. Go to Users > Employees.

2. Tick the checkbox for the employee you would like to lock.

3. Click With selected Employees… > Lock Selected Users > Go.

You can also lock a profile by clicking on the employee’s name and selecting Lock Profile from the left navigation menu.

Locking an employee won’t automatically close off their active jobs. The finish date for a job will need to be updated, otherwise, timesheets may keep generating and the employee will receive ongoing timesheet reminders.

If you need to withdraw an employee’s access to their profile, ensure that you also set any active jobs to inactive by updating the Finish Date.

To unlock an employee profile, you will first need to make the locked profiles visible.

1. Go to Users > Employees.

2. Click Report Settings > tick Include Locked Employees > Go.

3. Tick the checkbox to the left of the employee’s name.

4. Click With selected Employees… > Unlock Selected Users > Go > Confirm.

Locked users will appear with a line through their username on the Employees list.

Archive an Employee

Employees can be archived if they have no active jobs. This will hide them from the default view of the Users > Employees list, or in employee-based reports while they are not working.

To archive an employee:

1. Go to Users > Employees.

2. Select the employee to view their profile.

3. Click Archive Employee > Yes.

You can view archived employees in the Employees list, tick the Including Archived Employees checkbox in the Report Settings drop-down and click Go.

To unarchive an employee, click the employee name then select Unarchive Employee from the left navigation menu.

Delete an Employee Profile

If you generate employee profiles and save them in Users > Drafts, this is the simplest way to delete a profile. To do this go to Users > Drafts > tick the checkbox to the left  > Delete Selected. 

Once an employee profile is activated, it can't be deleted, you will need to lock or archive the employee instead.