# Manage employees

People → Employees is your own staff: the list, Add Employee, and a profile of thirteen tabs for everything from address to payroll. Adding someone needs a name and an email, and gives them a login and a check-call PIN straight away; they choose their own password from an emailed link. Admins and Managers add, edit and terminate; Control can look but not change. There is no bulk import.

## Who can do what?

| Task | Who | Permission |
|---|---|---|
| See the list and open a profile | Admin, Manager, Control | `VIEW_EMPLOYEE_ROSTER` |
| Add, edit, terminate | Admin, Manager | `MANAGE_EMPLOYEE_ROSTER` |
| See pay rates, payroll and bank details | Admin | — |
| See medical details | Admin, Manager | — |
| Send a password link, change the login email | Admin | — |

Control opens every profile read-only: the fields and **Save Changes** are greyed out. A Manager's **Payroll** tab, and Control's **Payroll** and **Medical** tabs, show a notice instead — *Payroll and bank details is restricted. It is visible to administrators only.* — and the list's **Rate** column is blank for both.

## What is on the list?

**People → Employees** opens **Employee Management**.

![Employee Management. Under the title, Manage your organisation's workforce and employee records, sit Export, Refresh and Add Employee buttons, and four tiles: Total 8, Active 8, Inactive 0 and Departments 1. Below the search box, Search by name or employee number…, the status filter reads Active and the department filter All Departments. The table lists eight employees with their initials, name and number — Marcus Ademola #PGG-0105, Ifeoma Adeyemi #PGG-0103, Callum Boyd #PGG-0102, Kirsty Fraser #PGG-0106, Siobhan Mullan #PGG-0108, Gareth Pritchard #PGG-0104, Priya Raghunathan #PGG-0101 and Dean Whitworth #PGG-0107 — each with an email and mobile number, a position such as Security Officer, Relief Officer, Retail Security Officer, Gatehouse Officer or Site Supervisor, the department Manned Guarding, a green Active status, a rate from £13.05 to £14.60, and a ⋯ menu. The footer reads Showing 1 – 8 of 8.](/docs/img/employees-list.png)

- It opens filtered to **Active**. Choose **All Statuses** or **Terminated** to see leavers.
- The search matches first name, last name and employee number.
- Click a row, or **⋯ → View Profile**, to open the profile. **Edit Details** opens the same profile.
- **Export** downloads a CSV of everyone the filters and search match, not just the page on screen.
- The department filter lists your departments from **Settings → Workforce**.

## How do I add an employee?

1. On **Employee Management**, press **Add Employee**.
2. Fill **First Name**, **Last Name** and **Email Address**. These three are all it asks for.
3. Optionally choose a **Grade**, **Department** and **Job Title**. Each list comes from your organisation's settings; when one is empty it says so instead — for grades, with a link, **Set up grades in Settings**.
4. Press **Create Employee**.

![Add New Employee — Create a new employee account with basic details. A preview card shows the initials HB, Hannah Blackwood, hannah.blackwood@demo.shifttracker.co.uk and a Security Guard badge. Personal Details has First Name Hannah, Last Name Blackwood and Email Address hannah.blackwood@demo.shifttracker.co.uk. Classification has Grade set to SG – Security Guard, described SIA-licensed security guard., Department MG – Manned Guarding and Job Title Security Officer. A note reads No password to set. We email the employee a link to choose their own — it works once and lasts 7 days. If it expires, open their profile and choose Email a password link. Cancel and Create Employee buttons sit at the bottom.](/docs/img/employee-add-form.png)

Creating the employee does four things at once:

- **A login.** The email becomes the address they sign in with, to the employee portal and the mobile app. It must not already belong to any account — *An account with this email already exists*.
- **An invitation.** They are emailed a link to set their own password. It works once and lasts 7 days. If that email fails to send, the screen does not tell you — the confirmation looks the same — so if they say nothing arrived, send a link from their profile.
- **An employee number**, `EMP` and four digits, counted from how many employees your organisation has.
- **A check-call PIN**, four digits and unique in your organisation. The confirmation shows it — *Check Call PIN: …* — and it stays on the **Operations** tab.

You then land on the new profile to fill in the rest.

There is no bulk import. Each employee is added one at a time.

## What is on a profile?

The header shows the name, employee number, job title and department. The rail on the left lists thirteen tabs, ticked once the main ones hold data. A tab with fields saves on its own **Save Changes**, and moving to another tab, or leaving, with **Unsaved changes** asks first.

![Kirsty Fraser's profile — Employee #PGG-0106 · Retail Security Officer · Manned Guarding — with an Email a password link button at the top right. The left card shows KF, Kirsty Fraser, #PGG-0106, an Active badge and £13.4/hr. The rail lists General, Contact (selected), HR, Holiday, Operations, Payroll, TUPE, Documents, Screening, Onboarding, Break Payments, Medical and Emergency, with ticks against General, HR, Holiday, Operations and Payroll. The Contact tab shows Address Information — Postcode CF11 9HF with a Find button, Address Line 1 12 Plasturton Gardens, City / Town Cardiff, County South Glamorgan, Postcode CF11 9HF, Country United Kingdom — then Phone Numbers with Mobile Phone 07700 900106, and Email Addresses: Login email kirsty.fraser@demo.shifttracker.co.uk, marked Verified, with This is what the employee signs in with, and where password links go. It can't be edited here., and the buttons Change login email and Email a password link. Save Changes is at the bottom.](/docs/img/employee-profile-contact.png)

| Tab | Holds | More |
|---|---|---|
| **General** | Name, employee number, **Portal Username**, photo, gender, date of birth, nationality, **Performance Rating**, and **Account Status** | Below |
| **Contact** | Home address — **Find** looks a postcode up — phone numbers, the login email and a work email | Below |
| **HR** | Job title, department, **Employment Type**, start, end and probation dates, who manages their site (shown, not set here), SIA licence, DBS date, the **Right to Work verified**, first aid, uniform and training ticks, the **WTD 48-hour opt-out**, and notification choices | [Overtime and the Working Time Directive](/docs/organisation/overtime-and-wtd) |
| **Holiday** | Entitlement, accrual and the leave types that accrue | [Holiday pay and bank holidays](/docs/organisation/holiday-pay-and-bank-holidays) |
| **Operations** | **Check Call PIN**, **Employee Grade**, **Comments** and **Employee Permissions** | Below |
| **Payroll** | Pay and charge rates, contracted hours, tax and bank details. Admin only. | [Employee pay settings](/docs/organisation/employee-pay-settings) |
| **TUPE** | **Transfer Date**, **Previous Employer**, **Continuous Service Start Date**, **Protected Terms & Conditions** and when they end | — |
| **Documents** | Their uploaded documents | [Upload employee documents](/docs/organisation/upload-employee-documents) |
| **Screening** | Five-year vetting and references | [Employment screening](/docs/organisation/employment-screening) |
| **Onboarding** | Their onboarding checklist | — |
| **Break Payments** | Paid and unpaid break rules | [Employee pay settings](/docs/organisation/employee-pay-settings) |
| **Medical** | Blood type, conditions, allergies, medication, doctor. Admin and Manager only. | — |
| **Emergency** | Emergency contacts, one marked primary | — |

The **SIA Licence Expiry** on **HR** is enforced: nobody can be put on a shift dated after their recorded licence expired.

### What do the switches on General and Operations do?

| Switch | What it does today |
|---|---|
| **Active Employee** (General) | Off stops them being put on new shifts. It does not change their status, or stop them signing in. |
| **Account Locked** (General) | Stops them signing in — on the web and in the mobile app — and signs them out within a minute. It also stops them being put on new shifts. Switch it off to let them back in. |
| **Portal Access**, **Enable Check Calls**, **Enable Forms**, **Advanced Features**, **Forms Only Mode**, **Enable Facial Recognition** and the other **Employee Permissions** (Operations) | Saved, but nothing reads them. Ticking or unticking one does not change what the employee can do. |

## How does an employee get in?

With the login email and a password they set themselves. Nobody else ever knows it.

- **First time.** The invitation sent when they were added.
- **Lost or expired.** An Admin presses **Email a password link** — in the profile's header or on the **Contact** tab — then **Send link**. It goes to the login email, works once and expires in an hour, and the sending is recorded in the audit trail. For someone who never set a password the button reads **Resend invitation**, and sends the same one-hour link. Three links per employee in 15 minutes is the limit — *Too many password links requested. Try again in a few minutes.*

The login email can't be typed over on the **Contact** tab. To change it, an Admin presses **Change login email**, enters the **New login email** and presses **Send confirmation**. *We email the new address a link; nothing changes until they confirm. Their current address is told, and they are signed out everywhere afterwards. Their password stays the same.* Until then the tab shows the pending change, with **Resend confirmation** and **Cancel change**.

Repeated wrong passwords pause sign-in for a while, and the message says so rather than repeating *Invalid email or password*:

| What they see | Why | How long |
|---|---|---|
| *Account temporarily locked due to too many failed login attempts. Try again in N minute(s).* (in the app: *Too many failed attempts. Try again later.*) | Five wrong passwords in a row for that email address | 15 minutes |
| *Too many sign-in attempts from this network. Try again in N minute(s).* (in the app: *… Try again later.*) | 100 failed sign-ins from one network within 10 minutes, across any accounts | The rest of those 10 minutes; then the network starts afresh |

Successful sign-ins do not count towards the network limit, so a whole site signing in at shift change over one connection is not held up. Neither message says whether an account exists. The same limits apply to Admins, Managers and Control signing in on the web, and to agency officers in the app.

## How do I terminate someone?

1. On **Employee Management**, open the row's **⋯** menu and choose **Terminate**.
2. Confirm — *Are you sure you want to terminate …?*

In one step, the platform:

- sets their status to **Terminated** and their end date to today, so they drop off the default **Active** list;
- takes them off every shift from today onwards that is scheduled, confirmed or pending, leaving nobody on it — past shifts keep their name for payroll;
- rejects their pending leave requests and pending shift applications, with the reason *Employee terminated*.

They can no longer be put on a shift, and their login stops working — on the web and in the mobile app. Anyone still signed in is signed out within a minute.

**It cannot be undone from the screen.** No button reinstates a terminated employee, and **Terminate** is greyed out on them.

## If it goes wrong

| What you see | What it means |
|---|---|
| *An account with this email already exists* | The address belongs to another login, anywhere on the platform — a person can only have one. |
| The employee never got the invitation, or *…the invitation email could not be sent* when you added them | Open their profile and press **Resend invitation**. |
| *This account is deactivated, so no password link can be sent.* | The login has been switched off; no link can go to it. |
| **Add Employee** is missing | You are Control. |
| A leaver is missing from the list | The list opens on **Active**. Choose **Terminated** or **All Statuses**. |
| *… has been terminated and cannot be assigned new shifts.* or *… account is locked …* | See the switches above. |

## Related

- [Upload employee documents](/docs/organisation/upload-employee-documents)
- [Employment screening](/docs/organisation/employment-screening)
- [Employee pay settings](/docs/organisation/employee-pay-settings)
- [Overtime and the Working Time Directive](/docs/organisation/overtime-and-wtd)
- [Approve and manage leave](/docs/organisation/manage-leave)
- [Use the roster](/docs/organisation/use-the-roster)