Employee Management

Manage your team members, their roles, and employee-related information.

Overview

The Employees feature (Admin only) provides:

• Employee profiles and information
• Hourly rate management
• Department and position tracking
• Hire date management
• Active/inactive status
• Integration with timesheets

Adding Employees

1. Navigate to Employees in the sidebar (Admin only)
2. Click Add Employee
3. Fill in employee details:
   • Email (required): Employee's email address
   • Full Name (optional)
   • Phone (optional)
   • Hourly Rate (required): Rate for timesheet calculations
   • Position (optional): Job title
   • Department (optional): Department name
   • Hire Date (optional): When employee started
   • Active Status: Active or Inactive
4. Click Save

Employee Profiles

Required Information

• Email: Used for login and identification
• Hourly Rate: Used in timesheet and invoice calculations

Optional Information

• Full Name: Employee's name
• Phone: Contact number
• Position: Job title or role
• Department: Organizational department
• Hire Date: Employment start date

Managing Employees

Viewing Employees

The employee list shows:

• Name and email
• Position and department
• Hourly rate
• Active status
• Hire date

Editing Employees

1. Find the employee
2. Click Edit
3. Update any fields
4. Click Save

Note: Changing hourly rate doesn't affect existing timesheets.

Deactivating Employees

1. Find the employee
2. Click Deactivate
3. Confirm deactivation

Deactivated employees:

• Cannot log in
• Still appear in historical data
• Can be reactivated

Reactivating Employees

1. Find inactive employee
2. Click Reactivate
3. Employee can log in again

Hourly Rates

Setting Rates

Hourly rates are used for:

• Timesheet calculations
• Invoice generation from timesheets
• Cost calculations
• Revenue projections

Rate Management

• Set when creating employee
• Update anytime
• Changes don't affect existing timesheets
• Can vary by employee

Employee Status

Active Employees

• Can log in to system
• Appear in employee lists
• Can be assigned to projects
• Can log timesheets

Inactive Employees

• Cannot log in
• Hidden from active lists
• Historical data preserved
• Can be reactivated

Integration with Timesheets

Timesheet Association

Employees are linked to timesheets:

• When logging time, employee is selected
• Employee's hourly rate is used
• Time is tracked per employee
• Reports show employee time

Timesheet Access

Employees can:

• View their own timesheets
• Log their own time
• Submit for approval

Administrators can:

• View all timesheets
• Approve timesheets
• Manage employee timesheets

Employee Reports

View employee analytics:

• Hours worked per employee
• Billable vs non-billable time
• Revenue per employee
• Utilization rates
• Department summaries

Best Practices

• Complete profiles: Fill in all employee information
• Accurate rates: Keep hourly rates current
• Regular updates: Update employee information as needed
• Department organization: Use consistent department names
• Track changes: Note when employees are activated/deactivated

Employee vs User

Employee Record

• Business information
• Hourly rates
• Department/position
• Used for timesheets and billing

User Account

• Login credentials
• Role and permissions
• Profile information
• System access

Note: An employee record and user account are separate but can be linked.

Next Steps

• Manage timesheets for employees
• Track projects with employee assignments
• View reports for employee analytics
• User management for account access