People · How-to
Read and update an employee's record
Find everything about one person on their record, change their details and working week, and offboard them when they leave.
Open the record
Click a row on People. The header shows their job title, department, employee number, status and whether the record is “Linked” to a login or “Not linked to a login”.
Read the Overview tab
“Job details” lists work email, phone, start date, employment type, location, team, level, working week and the account the record is linked to. The middle column shows their time-off balances (when Time off is on) and “Recent activity”: joining, linking to a login, changes of title, level or pay, approved leave, reviews, onboarding and offboarding. On the right are “Reports to” and “Direct reports”.
Edit the profile
Press “Edit profile” to change their name, “Work email”, “Phone”, “Job title”, “Level”, “Department”, “Team”, “Manager”, “Type”, “Start date”, “Location”, “Status” or “Working week”, then press “Save changes”. A new title or level is added to “Recent activity”. The button is there only if your role can edit People. Pay is not on it: it is changed on the “Compensation” tab.
Set their working week
Under “Working week”, pick the days they work. Leave every day unselected to use the workspace's week from the time-off policy. Time-off requests and unpaid-leave deductions count working days on this week.
Use the other tabs and actions
“Documents” is always there. “Time off” and “Performance” appear when those modules are on, and “Compensation” when Payroll is on and your role can see it. Beside “Edit profile” (under ⋯ on a phone) are “Link to a member” (“Linked account” once linked) and “Tips”, if your role can edit People, and “Request time off” when Time off is on and your role can create time-off requests.
Offboard someone who leaves
In “Edit profile”, set “Status” to “Offboarded” and press “Save changes”. Setvos asks first and says what will happen; press “Offboard”. Their last day is today. Any onboarding checklist still running is closed, the pay in force ends on that day, payroll stops counting them after it and new review cycles leave them out. The record and its history stay.
Know what offboarding does to bookings and access
If the record is linked to a login, the person comes off the rota from the next day and off every place and service at once; a service nobody else was on can then be booked with any staff member. Visits already booked with them stay: owners and admins get a notice saying how many to move and which services now have nobody. They also lose access to the workspace, unless they are its only owner.
Common questions
- Can I delete an employee?
No. Set their status to “Offboarded” instead: the record, their payslips and their history stay, which is what you need when someone asks about a past month.
- Can I change someone's name, department or manager?
Yes. “Edit profile” changes the name, work email, phone, department, team, manager, type and start date as well as the job title, level, location, status and working week.
- Where do I change someone's pay?
On the “Compensation” tab, with a role that can edit Payroll. “Edit profile” has no pay field; every change of pay is a new row in the history there, from the date you choose.
- Does offboarding cancel visits booked with them?
No. Visits already in the diary stay with them, and owners and admins are told how many are left. Move them to someone else on Bookings, or tell the clients.
- What if someone who left comes back?
Set their “Status” back to “Active” in “Edit profile”, and their pay runs again. Their access, places, services and shifts do not come back by themselves: invite them again on Settings › Members, add them back on Bookings › Places and Bookings › Services, and roster them on Bookings › Schedule.
- What does an employee record show on the phone?
People shows the headcount figures, a search, status chips and a department filter. A record shows Linked or Not linked, Call and Email, then Overview, Time off, Documents, Performance and, for those who may see payroll, Compensation. ⋯ has “Request time off for them”, “Tips recipient”, “Edit profile”, “Link a login” and Offboard. Offboarding takes a last day and lists what follows: off the rota, every place and every service, the seat goes (never the last owner’s), booked visits stay, checklists close and pay ends.
Read next
Keep an employee's documents and their expiry dates
Upload contracts, permits and certificates to a record, set an expiry date, and get a reminder when one is 30 days from lapsing.
Link an employee record to a login
Connect a record to the person's Setvos account, so their time clock, payslips, rota shifts and till sales are counted as theirs.
Set how someone is paid
Choose a pay scheme for an employee (monthly, hourly, commission, tiered or per class) from a date, and keep every change as history.
Request time off
Book leave for yourself or a colleague, see how many working days it takes before you send it, and catch clashes with the rota.
Check an employee's time-off balance
See how many vacation, sick and personal days someone has left this year, and the leave they have already taken.
Performance: review cycles for your team
Run review cycles, periods in which everyone gets a rating and a written review, and keep each person's reviews on their record.
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