People & HR

Managing Users

Add new employees, edit their details, and manage the full user lifecycle — offboarding, reactivation, deletion, roles, departments, and managers.

Managing Users

Administrators, executives, and department heads create and maintain user accounts. This page covers adding people, editing their details, and the lifecycle actions that take a user from onboarding through offboarding (or deletion).

Adding a user

Open Add User from the directory (visible to admin/exec only). The creation form is deliberately short — only the essentials are captured up front, and the rest is filled in later by editing the profile.

Field	Required	Notes
First name	Yes
Last name	Yes
Email	Yes	Becomes the login and where the welcome email is sent
Job title	No
Department	No	Includes an inline quick-add to create a department on the fly
Role	No	EMPLOYEE, DEPARTMENT_HEAD, ADMINISTRATOR, or EXECUTIVE

Set later, not at creation. Date of birth, employment start date, and manager are not part of the Add User form. Add them afterward via the Edit user modal.

Who can create whom

Creator role	Can create
Department head	Employees (and within their scope)
Administrator	Employees, department heads, administrators
Executive	Any role, including another executive

Only an EXECUTIVE can create another EXECUTIVE. User creation is also subject to your plan's user limit.

What a new user gets

When you create a user, the system automatically:

Sends a welcome / setup email with a token valid for 14 days, and shows you the same setup link on the confirmation screen with a copy button, so you can deliver it yourself if you prefer.
Forces a password change on first login.
Marks the email as not yet verified.
Grants default leave balances — the org's default annual allowance plus 10 sick days.
Sets profile completeness to 60.

Onboarding is not auto-started. Creating a user does not kick off an onboarding workflow — start that separately if you use it. See Documents → Onboarding for related setup.

If they don't accept

An invitation that sits unaccepted is chased automatically on day 3, day 7 and day 13. Each reminder carries a fresh setup link, so whichever email the person opens last will work even if the original has expired.

Day 13 is deliberately the day before the first link lapses, so the final nudge arrives while the original is still valid. After that the chasing stops — reissue from the user's profile if they still need access.

Reminders only go to people who were actually sent an invitation. Employees created by Data Import are emailed only if the administrator ticked Invite these employees on that import — it is off by default, so importing a historical roster does not push credentials at former employees or mistyped addresses. Anyone whose employment has already ended is never emailed either way.

Adding users one at a time. This page creates users individually. To bring in many people at once — from a spreadsheet or another HR platform — use Data Import, which creates employees in bulk without emailing them. (CSV/Excel/PDF on the directory itself is export-only.)

Editing a user

Open a user and choose Edit. The Edit modal is organized into tabs:

Tab	What you edit
Profile	Core personal identity fields
Contact	Email, phone, address, etc.
Employment	Job title, division, department, manager, work location, employment type, dates, employee ID, payroll ID, role, active flag
Allowance	Leave allowance
Holidays	Public-holiday assignment
Schedule	Working schedule

Setting role, department, and manager

Role and Department are on the Employment tab (Department also has the inline quick-add at creation time).
Manager (reportsTo) is set on the Employment tab and is admin/exec only. The manager drives the org chart and the person's Direct Reports list.
Division is a free-text field that sits above department.

User lifecycle actions

From a user's record, the following actions are available (to admin/exec):

Action	Effect
Offboard	Begins offboarding for a departing employee
Reactivate	Restores a previously offboarded / inactive user
Permanently delete	Removes the user account entirely
Reset Password	Issues a fresh reset link (valid for 1 hour), emails it, shows it to you so you can share it directly, and signs the user out of every session
Reset 2FA	Clears the user's two-factor configuration so they can re-enroll

Deactivate is not delete. Offboarding / setting a user inactive disables access but retains the record. Permanent deletion is a separate, irreversible action.

Troubleshooting & notes

I want to import a spreadsheet of employees. Not supported — add users one at a time. The directory's CSV/Excel/PDF is export-only.
A new user can't do everything yet. New users must set a password (forced on first login) and verify their email before some features become available.
The welcome link expired. The setup token is valid for 14 days, and reminders on day 3, 7 and 13 each carry a fresh one. If all of those have lapsed, use Reset Password to issue another.
No welcome email arrived. The setup link is also shown to you on the confirmation screen right after you create the user, so you can copy it and send it yourself. On an install with no mail server at all, see Running without email.
I can't assign the Executive role. Only an existing executive can create or assign another executive.
The manager dropdown is disabled for me. Editing the manager (reportsTo) is restricted to admins and executives.

Directory & Profiles

Browse the people directory and org chart, and understand the employee profile, its tabs, inline editing, and PII privacy gating.

HR Records

Compensation, bonuses, job history, certifications, visas, education, languages, assets, emergency contacts, notes, and custom fields & tabs.