What these modules do
Every other Teamso module (leave, payroll, PDKS, expenses, performance) relies on the employee record and on the branch, department, position and manager attached to it. This article covers three menus together:
Employee: the My Info, Employees, Registry Information and Birthdays screens. Adding, editing and deactivating employees, registry records and the birthday list live here.
Organization: the Organization Management (branches, departments, positions) and Organization Chart screens.
Work Experience: the Personnel Education Information and Personnel Career Information lists.
Roles and permissions
Permissions are granted on each menu's Manage Permissions screen; see Responsibility management.
Role | Permission | What they can do |
Admin (HR) | Add Employee List | Adds employees one by one with Add and from Excel with Actions > Bulk Add Employee on the Employees screen, uses Bulk Position Add, sees the Registry Information screen and enters registry records with Excel. |
Admin (HR) | Update Employee List | Uses Edit / Change, Note and Make Assignment in the row menu. |
Admin (HR) | Delete Employee List | Uses Disable / Activate on employees. |
Admin (HR) | Manage Data Entry Request | Asks employees for registry data and employment documents, then approves or rejects what they send. |
Admin (HR) | Manage Organization Structure | Adds, edits and deletes branches, departments and positions; uploads them with Excel. |
Admin (HR) | Adding an Organization Chart | Edits top management, upper departments and department managers on the department-based organization chart. |
Manager / Employee | View Employee List, View Organization Structure, Viewing an Organizational Chart | Sees the lists and the chart. |
Employee | View Profile List | Sees their own profile, registry summary and leave history on My Info; adds education and career records. |
Anyone (by permission) | View Birthday List, View Education List, View Career List | Sees the related lists. |
Before you start
Know your company's branches. A branch is required when adding an employee.
Prepare your department and position names. A position belongs to a department, a department belongs to a branch.
Have each employee's Turkish ID number (nationality number for foreign nationals), email and mobile phone.
If you have the employment start date and SSI registration number, the seniority record can be opened while adding the employee.
Initial setup
Create branches, departments and positions on People > Organization management (Setting up branches, departments and positions).
Add employees: Employees > Add for a few people (Adding an employee), Actions > Bulk Add Employee for many (Bulk adding employees with Excel).
Give every employee a position and a manager (Assigning position and manager). The Manager step in approval processes works from this record; if you skip it, requests such as leave or expenses never reach the manager.
On the Organization Chart, choose top management, upper departments and department managers; employees are placed on the card of their active position's department automatically (Organization chart).
Complete missing registry data on the Registry Information screen (Registry Information screen).
Daily workflows
HR (Admin)
Adds a new employee, assigns position and manager, and asks the employee for data entry when needed (Data entry request).
Deactivates a leaving employee with the dismissal date and SSI exit reason (Deactivating an employee).
Updates an employee's basic details, password and assignments from the row menu on Employees (Editing an employee and row actions).
Confirms the e-mail addresses of several employees at once and sends their login information in bulk (Bulk e-mail confirmation and bulk login information).
Narrows the Employees list with the Active / Inactive / All tabs, the Search by employee name box and the chips in the toolbar: Branch, Department, Position (several values each), and under Add filter Years of service, Email Confirmation (Approved, Not Approved) and the Data Entry Request status (Not Requested, Waiting, Data Entry Done, Waiting for Approval, Declined, Completed). The filters work together, and the Excel export follows all of them. Sorts by any column with Sort or by clicking a column header. With no sort picked the most recently added employee comes first (Default: newest added first); the other screens that list employees and the employee pickers come in the same order.
Enters wage, contract, seniority, identity, family, document and legal details on the employee's registry sections (Entering the salary, Filling in the registry sections).
Tracks, section by section, which employee is missing which information on Registry Information.
Manager
Team requests reach them as the Manager step of approval processes. Who reports to whom is the Manager field on the employee's active position record.
Sees Work details (hire date, length of service, contract, work calendar) and the Leave section (balances of every leave type, recent leave) on the card of an employee in their team (More details on the employee card).
Employee
Sees their own data on My Info and adds their education and career history (My Info screen, Education and career records).
If HR requested data entry, fills in the Data Entry Request window that opens on the home page and sends it for approval.
Birthdays: the Today and this week strip at the top of People > Birthdays shows the employees whose birthday is today or in the next 7 days, with their photo or initials, position, the days left (Today, Tomorrow, "In 3 days") and the weekday; the card of someone whose birthday is today is highlighted. When nobody has a birthday this week, the next birthday is shown. The strip ignores the search and the filters. The list below shows the employee, their Branch, the next birthday and the days left; by default it is sorted by the upcoming birthday from today and grouped by month (days before today fall under next year's month, e.g. "October 2027"). You can search with the Search by employee name box and filter with the Month and Day chips: Month alone lists the people born in that month, Day alone those born on that day of any month, both together those born on that date; the chips work together with the search. Sort by name, branch or birthday with Sort or by clicking a column header; sorted by name or branch, the month headings do not show. On narrow screens the list turns into cards. The birthday comes from Birth Date on the employee's Personal Information > National ID Information card; only active employees are listed, and an employee without a National ID Information record does not appear (Filling in the registry sections).
The Celebrations card on the home page shows active employees whose birthday is today as Today's moment, and those in the next 30 days under Coming up. Users with View Birthday List see the list and the birthdays on the card; with branch-based responsibility, the card shows only employees of the branches you are responsible for. Birthday emails and AI celebration content (with the employee's consent) are set up on Comms and docs > Celebration emails (Birthday and work anniversary celebrations).
Statuses and what they mean
Status | Where it appears | Meaning |
Active / Inactive | Tabs at the top of Employees (All shows both) | A passive employee cannot log in and is hidden from lists by default. |
Email confirmation pending | Badge under the name in the Employees table (to filter, Add filter > Email Confirmation: Approved / Not Approved) | An employee with an unconfirmed email gets "The email address was not confirmed." at login. |
Waiting, Data Entry Done, Waiting for Approval, Declined | Badge under the name in the Employees table (Not Requested and Completed show no badge; to filter, Add filter > Data Entry Request) | The stage of the registry data entry requested from the employee. |
Active / Inactive (position) | Position records | Only one position is active at a time; when a new position is added, the end date of the previous one is filled in automatically. |
Notifications
When | To whom | Channel |
Send Email Login Information is on when adding an employee | New employee | Email (a set password link, valid for 7 days) |
Send Login Information is chosen in the row menu or Bulk Login Information is used | Employee | Email (a set password link, valid for 7 days) |
The employee's email is edited and changed | Employee | Email (welcome email; email confirmation is required again) |
An education record's Reminder Date arrives (08:00) | Company admin users | |
The selected number of days before an employee completes a selected month (e.g. 2nd and 6th) since the start date (09:00; when People reminders is on) | The employee's manager, optionally the company administrators (Probation period reminder) | Email and in-app notification |
Every Monday at 08:00 (when the weekly digest is on) | Company administrators (whole company), managers (their own team) | Email: the week's leaves, birthdays, anniversaries |
Differences on mobile
The Organization Chart menu is shown only in the web view; it does not appear in the mobile app menu. We recommend adding employees, uploading Excel files and managing the organization on the web. For general information see Mobile app.
Common mistakes and FAQ
Symptom: An employee's leave request does not reach their manager.
Cause: No Manager is selected on the employee's active position record. If the Manager step of the approval process cannot find a manager, it is skipped automatically.
Fix: Enter the manager following Assigning position and manager.
Symptom: Clicking Add opens the Buy Seat window.
Cause: Your company's user (seat) limit is full.
Fix: Buy seats from the window or deactivate employees who no longer use Teamso.
Symptom: The employee gets "The email address was not confirmed." at login.
Fix: Choose Email Confirmation in the row menu on Employees. For many employees, use Bulk E-mail Confirmation (Bulk e-mail confirmation and bulk login information).