Employee

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Introduction

The Employee page manages employee data along with organizational assignments (department, division, position), transfer history, and the (optional) login account linked to that employee.

Glossary

• Hire Date — the employee's date of joining.
• Transfer — the process of moving an employee to a different department/division/position.

Prerequisites

• A stable internet connection.
• An active account with permission (permission) to manage Employee data.
• Employee edit permission is specifically required to use the Transfer action.

Step-by-Step Guide

Viewing the Employee List

Goal: find the employee data you're looking for.

Steps

1. Open the Employee page. The list shows columns for name (with an icon if the employee already has a login account), current department/division/position, email, phone, and role.
2. Use the free search box to search by any keyword.
3. Use the Role filter to narrow the list by a specific role.

Expected Result: the employee list matching your search keyword and/or chosen Role filter is displayed.

Adding an Employee

Goal: add a new employee to the system, with or without a login account.

Steps

1. Click the Add Employee button.
2. Fill in the Name field.
3. Fill in the Email and Phone fields (optional).
4. Fill in the Hire Date field.
5. Fill in the Assignment Start Date field (optional).
6. Choose Department, then choose Division (the division list is automatically filtered based on the chosen department), then choose Position.
7. If this employee needs to be able to sign in to the system, enable the Create Login Account toggle. The following additional fields become required:
   • Username
   • Password and Confirm Password (at least 8 characters)
   • Role
8. Click Save.

Expected Result: the new employee appears on the Employee list. If Create Login Account was enabled, that employee can now also sign in to the system using the specified username and password.

Managing Employee Data (Row Actions)

Goal: view, edit, or delete existing employee data.

Steps

1. On the target employee row, choose one of the following actions:
   • View — open the full detail including assignment history and account data.
   • Edit — change the employee's basic data.
   • Update Password — only available if the employee has a login account.
   • Transfer — move the employee to a different department/division/position (only appears if you have permission to edit employees).
   • Delete — delete the employee's data.
2. For the Delete action, confirm on the dialog that appears.

Warning: the Delete action is permanent. Make sure you've chosen the correct employee before confirming.

Expected Result: data, password, assignment, or deletion changes for an employee are immediately visible on the Employee list.

Transferring an Assignment

Goal: move an employee to a new department, division, or position.

Steps

1. On the target employee row, click Transfer.
2. The Transfer form shows the employee's current active assignment as a reference.
3. Choose the new Department, Division, and Position.
4. Fill in the Start Date field.
5. Click Save.

Expected Result: the new assignment is recorded and becomes the employee's active assignment as of the specified Start Date.

Viewing Assignment History

Goal: review an employee's complete transfer history and reactivate a specific assignment.

Steps

1. Open the employee detail dialog (the View action).
2. Review the entire assignment history shown.
3. If the most recent assignment isn't active, click the Set as Active button to activate it.

Note: only the most recent assignment can be set as active via the Set as Active button.

Expected Result: the chosen assignment becomes the employee's active assignment.

Managing Organization (Department, Division, Position)

Goal: manage the reference data for departments, divisions, and positions used across all Employee data.

Steps

1. On the Employee page, click the Organization button.
2. The dialog that opens shows three tabs: Department, Division, and Position. Each tab has its own search box.
3. On the Department tab, add or edit data by filling in Name.
4. On the Division tab, add or edit data by filling in Name and the related Department.
5. On the Position tab, add or edit data by filling in Name.

Note: there's no delete action on these three tabs — data can only be added or edited.

Expected Result: a new department, division, or position becomes available as a choice when adding or editing Employee data.

Troubleshooting / FAQ

Question/Issue	Solution
The Transfer button doesn't appear on a certain employee row.	This action is only available to users with Employee edit permission. Contact your administrator if you need this access.
The Update Password button doesn't appear.	This action is only available for employees who already have a login account. Enable Create Login Account first via the Edit action, or add an account when creating a new employee.
The Division I'm looking for doesn't appear in the choices.	The Division list is filtered based on the chosen Department. Make sure a Department is chosen first, or add a new Division via the Organization button.