Overview
Employee Details is where you manage the employment and payroll information for each team member. This includes their employment type, pay settings, tax details, and leave entitlements.
Each employee has an Employee Card that stores their employment details. When you toggle someone on as an employee, Beeswax automatically creates their card with sensible defaults for your region.
Leave Entitlements
Annual Leave
Full-time employees accrue annual leave at a rate of 20 days per year (4 weeks), pro-rated from their start date. This is calculated automatically based on weeks worked.
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All workers are entitled to a minimum of 5.6 weeks' paid annual leave per year. For a full-time employee working 5 days per week, this equals 28 days — the statutory maximum. The default in Beeswax for UK employees is 28 days.
Employers may include bank holidays within the 28-day statutory entitlement or offer them on top. The Annual Leave Entitlement field on each employee allows you to set their specific allowance.
Part-time workers receive a pro-rated entitlement. For example, an employee working 3 days per week is entitled to 3 × 5.6 = 16.8 days.
Leave accrues from the employee's start date, pro-rated across the year.
Reference: GOV.UK — Holiday entitlement
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Sick Leave
Full-time employees accrue 10 days of paid personal/carer's leave per year under the National Employment Standards. The Sick Leave Days field allows you to override this default per employee.
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In the UK, there is no statutory entitlement to a set number of paid sick days. Instead, employees who are too ill to work may be entitled to Statutory Sick Pay (SSP).
The Sick Leave Days field in Beeswax allows you to set a company-specific sick leave allowance per employee for internal tracking purposes. The UK default is 8 days. This is separate from SSP obligations.
Key SSP rules (from 6 April 2026):
- SSP is paid from the first day of sickness absence (the previous 3-day waiting period has been removed).
- SSP is £123.25 per week or 80% of the employee's average weekly earnings, whichever is lower.
- The previous Lower Earnings Limit requirement has been removed — all eligible employees qualify regardless of income.
- SSP is payable for up to 28 weeks.
Reference: GOV.UK — Statutory Sick Pay employer guide
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Employment Dates
Start Date
The date the employee commenced employment. This is used to:
- Calculate pro-rated leave accrual
- Determine the period of service shown on the employee profile
End Date
If an employee is leaving, set their end date. This is displayed on the employee profile and used to cap leave accrual calculations. Setting an end date does not deactivate the user — use the Deactivate User option from the action menu for that.
The end date appears as box 4 (Leaving date) on a P45. When you set it, you must also pick a leaving reason:
| Code | UK Label |
|---|---|
| V | Resignation |
| I | Ill health |
| D | Deceased |
| R | Redundancy |
| F | Dismissal |
| C | End of contract |
| T | Transfer (e.g. TUPE) |
Once an end date is set, the employee's final payslip is marked as a Final Payslip in the payroll list and the leaving date is included on the next FPS submission to HMRC.
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The end date is the cessation date reported via STP Phase 2. When you set it, you must also pick a cessation reason and (for terminating employees) any Employment Termination Payment (ETP) details.
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Linked Product / Service
Each employee can be linked to a Product / Service from your account. This determines which product or service is used when logging time against tasks assigned to this employee.
When time entries are created for the employee, Beeswax resolves an hourly cost rate for project financials in this order:
- Employee payroll details, derived from gross pay
- The user's manually entered rate
- The linked product or service buy amount
- No rate
Fallback rates are flagged in project financials so you can tell when a cost comes from a linked product instead of payroll or a manual user rate.
Tip: Set this up when onboarding each employee to ensure accurate time-based cost tracking from day one.
Manager Report
The Manager Report tab shows project performance for projects managed by the selected user.
It includes:
- Projects in view, with active and closed counts
- Invoiced revenue, expenses, and net P&L
- Accepted quote value and quote versus spend where quotes exist
- A monthly revenue versus expenses chart
- A per-project breakdown with margin and P&L scale
Use the date range and status filters to compare active, closed, or all managed projects for a specific period.
Toggling Employee Status
On the Employees page, each user has an employee toggle. Turning this on:
1. Creates an Employee Card with regional defaults
2. Makes the employee visible in payroll workflows
3. Enables leave tracking and time-based cost calculations
Turning the toggle off is only possible if the employee has no existing employee activity (payslips, leave records, etc.). If they do, the toggle is disabled — use the Deactivate User option instead to prevent further access.
Permissions
| Action | Owner | Super Admin | Manager | Accountant |
|---|---|---|---|---|
| View employee details | ✓ | ✓ | ✓ | ✓ |
| Edit employment details | ✓ | ✓ | ✗ | ✓ |
| Toggle employee on/off | ✓ | ✓ | ✗ | ✓ |
| Change user role | ✓ | ✓ | Limited ‡ | Limited † |
| Deactivate user | ✓ | ✓ | ✓* | Limited † |
‡ Manager limits. A Manager can only change the role of users below them — not another Manager, Super Admin, Owner, or themselves. Employment and salary details are restricted to Owner, Super Admin and Accounts.
About the Accounts role. The role picker calls this role Accounts; it is shown here as Accountant. It has full access to payroll, employee and Time in Lieu features. It cannot manage account settings or API tokens, approve payments, or change an account owner's role.
† Limited. An Accounts user can only act on users ranked below them (Basic, Basic Plus and Client), so they cannot change the role of, or deactivate, a Manager, Super Admin or Owner — nor themselves.
*Managers can only deactivate users they outrank. They cannot deactivate Super Admins or Owners.
Tips
- Set business working hours first. Hours per pay period for full-time employees is derived from your Account Settings working hours. Make sure these are correct before onboarding employees.
- Use the correct tax details. Always use the tax code and NI category provided by HMRC, not what the employee tells you.
- Review leave entitlements. The default leave days are based on statutory minimums. If your company offers more generous leave, update each employee's entitlement.
- Link products early. Assigning a Product / Service to each employee ensures time tracking reflects accurate costs from the start. <!-- region:GB -->
- Clear the missing-fields banner before your first pay run. NI Number, Tax Code, Home Address, Date of Birth, and NI Category are all needed for accurate FPS submission and a correct payslip — fix them once and they're done.
- Confirm the Pension Tax Relief Method with your scheme provider. The default in Beeswax is Net Pay arrangement, but NEST and most auto-enrolment schemes use Relief at Source. Choosing the wrong method changes the tax figures reported to HMRC.
- Use P45 box numbers as a checklist. When transcribing a new starter's P45, the field labels in Beeswax show the same box numbers (2 = NI, 5 = Student Loan Plan, 6 = Tax Code, 9 = Start Date, 15 = Address, 17 = Date of Birth). The order in the modal matches the form so you can copy straight down. <!-- /region -->