Managing your team

Everything related to the people in your company lives in the Administration section of the side menu (Employees and Departments) and in Team → Presence. This guide shows you how to onboard your team, distribute permissions and deactivate people who leave without losing their history.

Inviting employees

1. Go to Employees (side menu) and click Add employee.
2. Fill in their name, email, job title (optional), department (optional) and role.
3. Click Create employee.

When created, the person receives an invitation email in their language with an automatically generated temporary password. With it they can log in to the panel, change the password and start clocking in from day one. They don't need to verify their email: by adding them yourself, you're vouching that the address is correct. Their start date is recorded as the day you create them, and it's the basis for prorating their holidays for the current year.

The free plan allows up to 10 active people. If you've reached the limit when inviting someone, the platform warns you before creating them. With an active subscription there's no cap.

Coming from another platform, or have your staff list in an Excel file? Use the importer to onboard the whole team at once.

Departments

Departments help you organise the team and define what each manager sees. In Departments (side menu):

1. Click New department and enter its name.
2. Optionally, choose a manager from among your company's users.
3. Save with Create department. Then assign people to the department from each employee's profile (Employees → Edit).

You can edit or delete a department at any time from the same list.

Roles and permissions

Each person has a single role, which decides what they can do in the panel:

The role is chosen when creating the employee and can be changed later by editing them. Two limits designed for your peace of mind:

• A company administrator can assign the employee, manager and HR roles.
• An HR person can only assign employee and manager: they can't grant themselves (or anyone else) the HR role or the administrator role.

Real-time presence

Team → Presence gives you the current snapshot:

• A summary of how many people are in, out and the total number of active employees.
• Who's in right now, with their department, clock-in time and a badge if they're working remotely.
• Today's entries, from most recent to oldest, with type and time already converted to your company's time zone.

Managers only see the people in their department on this screen; admins and HR see the whole company. Hours worked and their historical detail are found in the reports.

Deactivating (archiving) employees

When someone leaves the company they're not deleted: they're deactivated, so their entries and history are kept for the working-time record.

1. In Employees, click Deactivate on their row and confirm.
2. The person disappears from the presence screen and no longer counts towards the free plan's active-people limit.
3. If they come back, edit them and tick the Active box again: they get their account back exactly as it was.

Deactivating is reversible; you don't lose any data. It's the recommended way to handle departures, long leaves of absence or seasonal staff.

Next steps

• Assign schedules to new people so their deviations are calculated correctly.
• Set up the QR kiosk if part of the team clocks in from a shared tablet.
• If you're starting from scratch, review the getting started guide.