Managing Employees — Adding and Editing Staff
The Employee Directory is where you manage your organization's people. Admins and HR have full access to add, edit, and remove employees, while managers and team leads have scoped visibility.
Accessing the Employee Directory
Go to Employees from the sidebar menu. You'll see a grid of employee cards with search functionality. What you see depends on your role and permissions.
How to Add a New Employee
Click "Provision New User" to open the employee creation form.
Required employee information:
| Section | Fields |
|---|---|
| Personal | Full Name, Email, Phone, Emergency Contact |
| Professional | Employee ID, Role, Department, Designation |
| Organization | Team Assignment, Line Manager, Shift Assignment |
| Employment | Status (Active/Inactive), Type (Permanent/Contract), Location, Work Type (Office/Remote) |
| Additional | Joining Date, Salary, National ID |
Available roles:
- EMPLOYEE — Standard employee access
- TEAM_LEAD — Can lead a team
- MANAGER — Can manage teams, approve leaves, view team reports
- HR — Can manage leaves, policies, and employee records
- ADMIN — Full system access
When you save, the system automatically:
- Generates a username from the Employee ID
- Creates login credentials
- Assigns the default shift (if configured)
- Sends account verification email (if email is configured)
How to Edit an Employee Profile
Click on any employee card to view their profile. Click "Edit" to modify any field.
Common edits:
- Changing department or team assignment
- Updating role (e.g., promoting to Manager — see roles guide)
- Assigning a different shift
- Updating contact information
Assigning Teams and Line Managers
When you assign an employee to a team:
- The team's leader is automatically set as their line manager
- You can override this by manually selecting a different line manager
- Team assignment determines which manager sees their leave requests
Uploading Employee Profile Photos
Click the avatar area in the employee form to upload a profile picture. Supported formats: JPEG, PNG, WebP. Images are automatically converted to WebP for efficient storage.
Searching and Filtering the Employee Directory
Use the search bar at the top to find employees by:
- Name
- Employee ID
- Designation
- Email address
Results update in real-time with a 300ms delay for smooth searching.
Exporting Employee Data as CSV or PDF
Admins can export the employee directory in two formats:
- CSV — Download a spreadsheet with employee IDs, names, departments, roles, and contact details. Ideal for data analysis.
- PDF — Generate a branded document with your organization's logo, employee summary statistics, and a complete employee listing. Ideal for sharing with stakeholders.
Deleting an Employee Account
Click "Delete" on an employee card. A confirmation dialog will appear — this action is permanent and removes:
- The employee's user account
- Their attendance records
- Their leave records
Employee Directory Visibility by Role
| Role | Can See | Can Edit |
|---|---|---|
| Admin/HR | All employees | Yes — add, edit, delete |
| Manager | Team members and direct reports only | No |
| Employee | Teammates only | No |
For full details on what each role can access, see the Roles and Permissions guide.
Related Guides
- Welcome to OpenHR — Overview of all OpenHR features.
- Setting Up Your Organization — Configure departments, teams, and shifts.
- Roles and Permissions — What each role can access.
- Exporting Employee Data — CSV and PDF export options.