This article explains what you see on an employee's card. The card opens when you click an employee's name or photo in the Employees list or anywhere else in the app; it is the same card everywhere. The top of the card shows the employee's photo, name, position, branch and department. Below it are the section tabs, and only the sections you are allowed to see appear as tabs. Details you are not allowed to see are never sent to your browser.
Who sees what
Section | Who sees it | Contents |
Overview | Everyone | Role (position, department, branch, manager, work location) and Contact (email, phone). The employee, their direct manager and users with the Add Employee List permission also see Work details: employee no, hire date, length of service, in position since, contract, working model, work calendar and grade. |
Personal | The employee and users with the Add Employee List permission | Birth date (with age), blood group, marital status, education, military service and disability |
Records | Users with the Add Employee List permission | The employee's current record in each section of the Registry Information screen. Only the sections you may see appear; the salary section, for example, also needs View Salary. |
Pay | Users with the View Salary permission | Current salary, net / gross, pay period, effective date and bank details. The IBAN and account number are partly hidden. |
Leave | The employee, their direct manager, leave and registry admins, and viewers whose Leave Balance visibility is "All employees" | Entitled, used and remaining days of every leave type in the leave rule, and recent leave |
Education, Career | Everyone (when the Experience module is on) | Schools and previous jobs |
Assets | Assets: the employee, company admins, Inventory Module Management and employee update permission holders. Car: the employee and Vehicle Module Management holders | Assigned inventory items and the assigned company car |
Benefits | The employee and Benefit Manager permission holders | Ongoing benefits. The employee sees the amount only where showing it is allowed. |
Documents | Registry files: the employee and registry admins. Document approvals: document approval permission holders | Uploaded files and the approval status of sent documents |
Badges | Everyone (when Badges are on) | The employee's public recognitions |
Shifts | Shifts: the employee and shift admins of their branch. Attendance: the employee and attendance managers | Published shifts for the next 7 days, the last attendance record, and this month's check-ins and late arrivals |
Permissions are branch based: they apply only to employees in the branches you are responsible for. When a module is turned off for your company, its section does not appear on the card. Without the View Employee Phone Number permission, other employees' phone numbers are hidden. Who sees the Leave section is also set in the Visibility settings (Visibility settings).
Step by step
In the left menu, go to Employees > Employee list and click an employee's name or photo. The card opens on Overview.
The header shows the employee's photo, name and status (Active or Inactive), with the position · branch · department below. If you have the permission, E-mail not confirmed and the state of a data entry request also appear.
Use the buttons in the header for quick actions. Which buttons you see depends on your permissions:
Edit changes the employee's basic details. Click the photo to change the photo.
Registry Information opens all of the employee's registry sections (Filling in the registry sections).
Give a badge gives the employee a badge.
The envelope and phone icons copy the email address and the phone number.
The summary strip under the header shows Employee no, Hire date, Length of service, Manager and Annual leave left; details you are not allowed to see are left out. If you can complete the details, the end of the strip shows how complete the profile is (for example "Profile 80% complete"); click it to list the missing fields by section and complete them with Add in Registry Information. On a phone the strip scrolls sideways.
Overview is an at-a-glance view: the Work card shows the position, department, branch, position start and working calendar; the Contact card shows the email and phone (copy, send an email or call with the buttons next to them); the Leave summary card shows the annual leave balance and the last leave (All leave opens the Leave tab); an upcoming birthday or work anniversary appears in Coming up. Hover over a lock icon to see who can see those details.
In the other tabs the details show in cards; empty fields are not listed. A tab with no details shows a one-line message, with Add in Registry Information next to it if you have the permission. On a computer the cards sit side by side in up to three columns and the window grows with the screen, so the tabs read without scrolling. In a very long tab only the inside of the tab scrolls. On a phone the card opens full screen in one column and the tabs scroll sideways.
Salary values in Pay are hidden at first. Click Show to see them and Hide to hide them again. They are hidden again every time the card opens.
Leave has two cards. In Leave balances, each type with an entitlement has its own box (annual leave first): the remaining days in large type, with the entitled and used days below; a box turns red when the remaining days go below zero. If no type has an entitlement, the card says "No leave balance earned yet". Types without an entitlement follow in the same card under Other leave types (Leave types when nothing has an entitlement): types that were used are listed one per row with the days used, and types never used are gathered on one line that Show types opens. The Recent leave card shows each leave's type, dates, days and status; it sits beside the balances (below them on a narrow screen and on a phone).
In Records, the sections with a record show in cards. The number of sections without a record is shown on one line; See sections lists them and Add in Registry Information lets you complete them.
When the card is open in a window, Esc or the X at the top right closes it.
Result
The card shows only the details you are allowed to see. Its values match the current record on the Registry Information screen. When you change a record in the Edit or Registry Information window, the card refreshes and stays on the open section.
Common problems
Symptom: A section is missing from the card (for example Leave or Records).
Cause: You are not allowed to see it, the employee is not in a branch you are responsible for, or the section's module is turned off for your company. The manager is the one on the employee's current position record (Assigning position and manager).
Symptom: A group says "No details in this section yet."
Cause: The employee's registry records for that group have not been entered.
Solution: Add the record with the Registry Information button or on Employees > Registry Information (Registry Information screen).
Symptom: Leave says "No leave rule is assigned to this employee".
Solution: Assign a leave rule to the employee. The balances appear once the rule is assigned.
Symptom: "Could not load the extra details." appears.
Solution: Click Try again. If it keeps happening, refresh the page.