Mitarbeitende — Employees Guide

What it does

The Employees section is your people management hub. It holds every person working in your organisation — their personal details, contracts, documents, insurance setup, and team assignments. Each employee profile tracks the full employment lifecycle from onboarding to departure.

Employees are organised under the Kontakte (Contacts) navigation group alongside Clients and Vendors.

How to set up

1. Invite or create an employee — go to Employees > New. Enter their name, email, date of birth, and address. If they need to log in, enable web access and they will receive an invitation email.
2. Assign a role — pick Owner, Manager, Project Manager, or Employee. This determines what the person can see and do across the system.
3. Assign a manager — link the employee to their direct manager. This drives the team hierarchy used for approvals and visibility.
4. Set up the first salary configuration — use the Salary Calculator to configure compensation. See the dedicated Salary Calculator guide for details.
5. Generate an employment contract (optional) — create a PDF contract from a template. See the Contracts guide for setup.
6. Upload documents (optional) — add certificates or ID copies to the employee's Documents tab.
7. Add to teams (optional) — assign the employee to one or more teams for scheduling and reporting.

Daily use

Viewing the directory

The employee index shows all active staff with search and filters. You can filter by status (active, archived, left) and sort by name or join date. Use the search bar to find anyone quickly.

Managing profiles

Open an employee to see their full profile: personal information, address, banking details, contracts, insurance, documents, and time entries. Each section lives on its own tab.

Onboarding new hires

Create the employee record, fill in their contract, enable web access, and they are ready to start logging time, viewing schedules, and submitting leave requests.

Contract changes

When salary, work percentage, or schedule changes, create a new contract with the updated terms. The system keeps the full contract history for payroll accuracy.

Works together with

• Time Tracking — employees log hours here; their contract determines the expected weekly hours.
• Scheduling — shift assignments reference employee availability and work percentage.
• Leave & Absence — vacation entitlements come from the employee's contract.
• Payroll — salary, insurance, and contract data feed directly into payroll calculations.
• Projects — employees are added as project team members with individual rate overrides.

Tips

• Bulk import via CSV — if you are onboarding many employees at once, use the CSV import feature to create records in batch.
• No-account employees exist — you can track someone in the system without giving them login access. Useful for freelancers or staff who do not need the app.
• Contract history is permanent — never delete old contracts; end them and create new ones. The history is essential for accurate payroll and hour balance calculations.
• Document expiry tracking — upload documents with expiry dates and the system will remind you before they lapse.
• Archiving is not deleting — archived employees lose their licence and are hidden from active views, but their data is preserved for reporting and compliance.