Mitarbeitende — Advanced Employee Management

Role hierarchy

Every employee has one of four roles: Owner, Manager, Project Manager, or Employee. The Owner has full access to everything and cannot be restricted. Managers can see and manage their direct reports and anyone further down the chain. Project Managers have elevated rights within their assigned projects but follow standard rules elsewhere. Employees see only their own data unless explicitly granted broader access.

When you assign someone as a manager of other employees, a reporting chain is established. This chain drives visibility — a manager automatically sees time entries, leave requests, and schedules for everyone below them.

Permission levels

Access in the system works on three tiers: Own, Team, and All. "Own" means an employee can only see their personal records. "Team" extends visibility to their direct reports and anyone managed by those reports. "All" grants access to every record in the organisation, regardless of hierarchy.

These tiers apply independently to each area of the app — someone might have team-level access for time tracking but only own-level access for expenses. The Owner role always has "All" access everywhere.

Managing employee departures

When an employee leaves, set an end date on their final contract. This records their official departure date. After departure, you can archive the employee to free up their licence and remove them from active lists. Archived employees still appear in historical reports, payroll records, and past project data.

If a former employee returns within 90 days, the system treats it as continuous employment and carries forward their hour balance. After 90 days, it counts as a rehire with a fresh start.

Document expiry tracking

Each uploaded document can have an expiry date — useful for work permits, certifications, and insurance policies. The system tracks upcoming expirations so you can act before a document lapses. Keep critical documents like residence permits and professional certifications up to date to avoid compliance gaps.

Bulk operations

The employee index supports bulk actions for common administrative tasks. You can bulk-update insurance assignments across multiple employees at once, which is especially useful during annual insurance renewals. The CSV import feature lets you onboard an entire team in one step — download the template, fill it in, preview the import, and execute.

Swiss compliance details

Employee profiles include fields specific to Swiss employment law: AHV number, residence permit type (B, C, L, or G), QST source tax tariff codes, and canton of residence. These feed into payroll calculations for social insurance contributions, source tax deductions, and family allowances. Keeping this data accurate is essential for correct salary processing.