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Managing Employees

After adding locations, employees can be added per location. In the toolbar, you can find a switch to toggle between locations.

Manual Addition​

The administrator can add employees one by one using the plus button in the toolbar.

Adding Employees via CSV File​

Employees can be uploaded via a CSV list. The list must have 5 columns for first name, infix, last name, email address, and function. The list should not contain column headers.

The column with the email address is important. If an employee is uploaded to multiple locations, the records will be merged based on the email address. An employee will then be linked to multiple locations.

Creating Employees via Domain Whitelisting​

Employees can also be automatically created by whitelisting domains. When an employee logs in with an email address belonging to a whitelisted domain, an account will be automatically created for them and linked to the correct location. This saves time as the administrator does not need to create an account for each employee.

See Managing Domains for more information.

Editing an Employee​

The employee can be edited by clicking "Edit" under Actions.

The employee is linked to a primary location and can be linked to multiple locations. The employee's primary location must always be in the list of linked locations. Multiple locations can be selected. The employee can change their primary location in their account. The available options will come from the list of locations.

For each employee, the property "Is Instructor?" can be set to "Yes" or "No". This determines the employee's access rights within the system. Only employees marked as instructors can select the 'Groups' menu item and manage instruction groups.

The login status of an employee can also be updated. The employee can be set to inactive.

Account Creation​

Accounts are automatically created after a successful first login attempt. During account creation, tokens are added to the server that determine the basic role. The default roles are:

  • Employee (yes/no): set to "yes" if the email address matches an email address on the employee list.
  • Location Admin (yes/no): initially usually set to "no".
  • Environment Admin (yes/no): initially usually set to "no".
  • Super Admin (yes/no): initially usually set to "no".

These tokens are later linked to Permissions. Permissions are set by the administrator (e.g., Environment Admin or Super Admin). In this, the administrator specifies which rights are assigned to each role.

For employees, there is an option to change the account type from "Federated" (e.g., Microsoft/Google login) to "Email/password". This option is only available when editing an employee record and if the employee does not yet have an active account.

If this option is selected, an email/password account will be created for the employee to log in. However, this option for logging in must be available in the environment, and this is generally less recommended than federated login.

Removing an Employee​

When removing an employee, there are several options:

  • The employee has never logged in and therefore has no account
  • The employee has an account and is placed in multiple locations
  • The employee has an account and is placed in only 1 location

Employee Has No Account​

If the employee has no account, the employee record will be deleted. Since there is no account and no data, nothing further needs to happen.

Employee Has an Account and Is Placed in Multiple Locations​

If the employee is removed from a location, that location will be removed from the linked locations, and the employee will disappear from the employee overview for that location. However, the record and related account will remain. The employee is still active in one or more locations.

Employee Has an Account and Is Placed in Only 1 Location​

If the employee is removed from the only location where they are active, the employee record will be set to inactive. The account and all data will remain, but the employee can no longer log in. To definitively remove the employee, the account must be deleted.

Deleting an Account​

When deleting an account, the following steps are automatically taken:

  • Chats and chat messages will be deleted
  • Files and related documents will be deleted
  • The employee or user record will be deleted
  • The account record will be permanently deleted from Firebase

Retention Period for Employees​

Employees are automatically deleted after the retention period set in the environment. The default is in accordance with company policy and legal requirements (e.g., 8 years after termination of employment).