People
Keep your employee records current, add and import starters, record leavers and manage everything on one person's record.
Your roster records who works for you, where, and who they report to. The rest of the platform reads from it, so when you add a starter or record a leaver here, leave balances, line manager approvals and benefit cover follow.
Where to find it
Employees, under Manage in the admin portal.
The roster
The table lists everyone with their name, email, department, job title, a status badge and their start date. Tabs across the top switch between Active, Inactive, All and Line managers. An "Org admin" badge marks anyone who also has admin access.
Summary cards above the table show your total headcount, how many are active and how many departments you have. Click the Departments card for a headcount per department, which also filters the table.
Search covers name, email, department and job title, with filters for status, department and location.
The Line managers tab lists everyone with at least one direct report. Expand a manager to see who reports to them.
Add one person
Press Add Employee. The form takes personal details (name, email, phone, date of birth, gender, biological sex and home address) and employment details (job title, department, location, work phone, workplace postcode, employment type, start date, payroll ID, annual leave days, salary and employer pension percentage).
If you choose the Contract employment type, the form warns you that bank holidays are not applied automatically to that person's timesheet, calendar or leave day counts.
Import a list of starters
Prepare a CSV with first name, last name, work email and start date for each person. Department and job title are optional. Any other columns are ignored. Dates can be written as YYYY-MM-DD or DD/MM/YYYY.
Upload the file or paste it in. A file can hold up to 2,000 rows and be up to 2MB.
Check the preview. Every row with a problem is listed with the reason, for example an email that appears twice in the file or already belongs to someone in your organisation.
Import. If any row has an error, nothing is imported, so fix the file and try again. Invitations are sent separately, when you choose (see Invites and access).
The import only creates roster records. It never changes anyone's insurance policy membership.
Download the roster
Download CSV on the Employees page gives you the roster as a spreadsheet, either active employees only or everyone. The file includes salary, so store and share it with care.
Quick edit
From the roster table you can change someone's name, email, job title, department, location, status and phone without opening their full record. A department or location typed in by hand stays as it is when you save.
One person's record
Click a name to open the full record. It holds:
- Personal information, including date of birth, National Insurance number and address.
- Employment details: job title, department, location, payroll ID, work phone, workplace postcode, employment type, start and leave dates, and annual leave allowance.
- Pay: salary, bonus, commission, long-service award and employer pension (as a percentage or an amount), with their Total Reward worked out line by line.
- Platform access, where you grant admin or line manager access.
- Direct reports, emergency contacts and documents.
Edit opens the full form, with the same fields as Add Employee plus their status.
Emergency contacts
Add, edit or remove contacts with name, relationship, a primary and secondary phone, email, and which one is the main contact.
Documents
Upload a document with a title, description and file. Only that employee can see it, in their app. Company-wide documents live in Documents and Policy Hub.
Tasks
Give someone a one-off task with a title, an optional message and an optional link, such as "Complete your life assurance beneficiary form". It lands in their inbox and is emailed to them if their notification settings allow. You can see when it is done, or remove it.
Leave balances
Where Leave is on, the record shows each leave type's allowance, used, pending, carried over and remaining days for the current leave year, and their upcoming leave. Company closure days are left out of that list.
Bank holiday calendar
Where individual calendars are switched on, you can set a person's own bank holiday calendar on their record, separate from your organisation's.
Direct reports
On a manager's record, add or remove the people who report to them. This decides whose leave requests that manager sees and approves. The first time you give someone a direct report, they get line manager access to the portal automatically, if they already have an account.
Recording a leaver
Set the person's leave date on their record. Whenever that date is set or changed, by you, by us or by an HR system sync, every open benefit membership they hold ends on that date. Clearing the date later does not reopen cover.
You can enter a leave date in advance. Each night, anyone whose leave date has passed moves out of active status. From then on they cannot set up a new sign-in to the platform, and invitations to them are refused.
Questions
Tasks are hidden on the free wellbeing plan, because the employee screen that receives them is not part of that plan.
HR admins and org admins. See Roles and permissions.