Add an employee record

• They already log into the workspace: the directory says so at the top: some of your team have no employee record yet. Review them lists everybody, lets you fill in position, start date and contract once for the whole batch, and creates each record connected to the account that person logs in with.
• They are not in the workspace at all: Add employee creates the record on its own. You can connect it to a login later, or never.

Both end in the same place. Connecting a record to an account is what lets the person see their own page, and what lets their manager approve their leave.

• Name and positionrequired
• Start daterequired: everything anchored to it reads this date, from onboarding steps to the first year's leave.
• Contract typerequired: indefinite, or fixed term with an end date.
• Employment type: full-time, part-time, temporary, contract, freelance, internship, seasonal, permanent or volunteer.
• Department and manager: the manager is what builds the org chart, and what decides who approves this person's leave.
• Work mode and location: remote, hybrid or on-site, and where that is.
• Working week: the days this person normally works. Leave is only charged for those days, and changing it does not recalculate leave that is already approved.
• Holiday calendar: leave it empty and they follow the company default.
• Contact details: work email, personal email, phone and address. Once the person has self-service, the contact half is theirs to maintain.
• Linked account: the team member whose login this record belongs to.

Somebody hired part-way through the year earns a share of the annual allowance, so the record asks what they get before it is saved. Three answers:

• Earned so far this year: the prorated share, counted from their start date.
• The whole year: the full allowance, whenever they joined.
• A figure we agreed: the number you type in.

Moving a start date later can move somebody into a different leave year. When it does, the record asks the question again rather than guessing, and days already taken are not touched.

• Overview: personal and contact details.
• Employment: job and contract, plus the working week and holiday calendar.
• Time off: this year's balances and every request, including what is still waiting on a decision.
• Calendar: their month, with their own holidays on it.

Pay sits behind its own permission and appears only for the people who hold it. Employee documents arrive in a later update.

Change status, pick Terminated, and give their last day. The record stays with its history and stops counting towards the headcount. Workspace access is a separate thing and is removed on the Team page.

Delete record is for a record that should never have existed. Somebody who actually worked here is terminated, not deleted.