Overview
The Employees page is your central directory for everyone on your team. From here you can see all users on your account, their role, status, and whether they are set up as employees for payroll and leave tracking purposes.
Each row shows the user's name, email, timezone, role, account status, and an employee toggle.
Employee Toggle
The toggle in the Employee column controls whether a user is set up as an employee. Turning it on:
- Creates an Employee Card with default employment details for your region.
- Makes the user visible in payroll workflows.
- Enables leave tracking (annual leave, sick leave, time in lieu).
- Sets up default values — employment type (full-time), payment basis (salary), pay frequency (monthly), and regional leave entitlements.
Turning the Toggle Off
You can only turn the toggle off if the employee has no existing activity — no payslips, leave records, or time entries linked to their Employee Card. If activity exists, the toggle is disabled and shows a tooltip explaining why.
To remove an employee who has activity, use the Deactivate User option from their profile instead.
Adding a New Employee
Click Add Employee to invite someone new. This opens a form where you enter their details and send an invitation email. Once they accept the invitation, they appear in the employee list.
Invitation Flow
- Enter the person's name, email, and select a role.
- An invitation email is sent to their address.
- They click the link in the email, set a password, and activate their account.
- Once accepted, they appear as Active in the list.
If a pending invitation hasn't been accepted, you'll see a Pending Invitation status. You can resend the invitation from the action menu.
Columns
| Column | Description |
|---|---|
| Name | The user's full name. Click to go to their Employee Details page. |
| Email address and timezone. | |
| Role | Their account role (Owner, Super Admin, Manager, Accountant, Basic). |
| Status | Active, Deactivated, or Pending Invitation. |
| Employee | Toggle to enable/disable employee status. |
Roles
Roles determine what a user can see and do across the account.
| Role | Description |
|---|---|
| Owner | Full access to everything. Cannot be deactivated. |
| Super Admin | Full access to all features including user management and payroll. |
| Manager | Can manage projects, tasks, businesses, and people. Cannot manage payroll settings or assign Super Admin roles. |
| Accountant | Financial access — invoices, expenses, statements, and reporting. Cannot manage users. |
| Basic | Limited access to assigned projects and tasks only. |
To change a user's role, navigate to their profile and use the Edit User / Role option from the action menu.
Navigating to Employee Details
Click the arrow on the right side of any employee row, or click their name, to go to their individual Employee Details page. From there you can manage their employment information, leave, payslips, default pay template, and time in lieu.
Permissions
| Action | Owner | Super Admin | Manager | Accountant | Basic |
|---|---|---|---|---|---|
| View employee list | ✓ | ✓ | ✓ | ✓ | ✗ |
| Toggle employee on/off | ✓ | ✓ | ✗ | ✗ | ✗ |
| Add new employee | ✓ | ✓ | ✓ | ✗ | ✗ |
| Resend invitation | ✓ | ✓ | ✓ | ✗ | ✗ |
| Deactivate user | ✓ | ✓ | ✓* | ✗ | ✗ |
*Managers can only deactivate users they outrank.
Tips
- Set up employment details promptly. After toggling someone on as an employee, click through to their profile and complete their employment details — tax information, salary, and leave entitlements.
- Check roles before inviting. Assign the minimum role necessary. Use Basic for team members who only need task access, and reserve Super Admin for those who need full management capabilities.
- Deactivated users remain visible. Deactivating a user prevents them from logging in but keeps their records intact. You can reactivate them later if needed.