Employees
Finding, viewing, and managing employee profiles — work info, personal details, documents, bank details, and access rules by role.
The employee directory is the starting point for any people record in Heimdallone. Every contract, payslip, leave request, and attendance record links back to an employee profile.
Finding an employee
Go to App → Employees.
The list shows all active employees in your organization with these columns:
| Column | What it shows |
|---|---|
| Badge ID | Auto-generated identifier for this employee |
| Name | Full name |
| Work email (blank if no-login employee) | |
| Department | Current department |
| Position | Job title |
| Shift | Assigned shift |
| Work type | Full-time, part-time, contractor, etc. |
| Work location | Office, remote, or site name |
Use the search bar to filter by name, email, or badge ID. Click any row to open that employee's profile.
Managers see their direct-reports team only. HR, payroll, and admin roles see all employees in the organization. Employees can view their own profile through the self-service area.
Employee profile sections
Clicking a row opens the full profile. The tabs and fields visible depend on your role — some sections are redacted for non-payroll roles.
Personal
Date of birth, gender, marital status, home address, and emergency contact details.
Work info
Department, position, system role, assigned shift, work type, direct manager, joining date, and work location.
Documents
Uploaded certificates and licenses with their issue and expiry dates. Each document goes through an approval workflow: Approval requested → Uploaded → Approved or Rejected. HR and admin roles can approve or reject documents.
Bank details
Bank account information for payroll payment. Account numbers are masked for non-payroll roles — only Payroll Admin and Tenant Owner/Admin see the full number.
Statutory info
Tax and payroll-affecting identifiers. See Statutory info for the full breakdown.
Adding and editing employees
To edit an existing profile, open it and click Edit on the relevant section. The same role restriction applies — only Tenant Owner, Tenant Admin, and HR Admin can make changes.
If you don't see an Add employee button or the Edit option, your role doesn't have permission to create or modify employee records. Contact your HR admin. See Roles & permissions.
Active vs archived employees
Active employees appear in the list and can receive new contracts, assignments, and payroll records.
Archived employees are soft-removed: they no longer appear in the active list but their records are fully preserved for historical payroll and audit. An archived employee can't receive new records, but their past payslips, attendance, and leave history remain intact.
To view archived employees, use the status filter in the employee list.
No-login employees
Not every employee needs a system account.
A no-login employee has no email address and no user account in Heimdallone. They can still be paid, appear on rosters, and show up in attendance — they just can't sign in.
Common cases:
- Seasonal or casual workers managed entirely by HR
- Field staff who are paid through payroll but don't use the system
- Employees carried over from a previous system where no email was recorded
On the profile, a missing email is shown as "— (no login)".
To give a no-login employee system access later, an HR admin or tenant admin edits the profile, adds a real email address, and sends an invitation. No fake or placeholder email is ever created by the system.
No-login employees count toward headcount, appear in payroll runs, and are included in all reporting. They don't have access to the employee self-service area (payslips, leave requests, helpdesk) until a real email is added and they accept an invitation.
Roles & access
A full description of every role is at Roles & permissions. For employees specifically:
| What | Who |
|---|---|
| View the employee list | HR Admin · Payroll Admin · Tenant Admin · Tenant Owner · Auditor · Manager (own team) |
| View an employee profile | All of the above, plus the employee themselves (own profile only) |
| Create or edit employees | Tenant Owner · Tenant Admin · HR Admin |
| Approve/reject documents | HR Admin · Tenant Admin · Tenant Owner |
| See bank account numbers (unmasked) | Payroll Admin · Tenant Owner · Tenant Admin |
| See statutory identifiers (unmasked) | Payroll Admin · Tenant Owner · Tenant Admin |
Managers see their direct-reports' profiles but cannot edit them, and they see masked bank and statutory values.
What to check
Employee doesn't appear in the list — check whether they've been archived. Use the status filter to show archived employees.
Profile section is missing or shows dashes — your role may not have access to that section (for example, bank details are masked for non-payroll roles, and basic salary is hidden entirely for non-payroll roles).
Document is stuck in "Approval requested" — an HR Admin or Tenant Admin needs to review and approve it in the Documents tab.
Troubleshooting
I can't edit an employee. Only Tenant Owner, Tenant Admin, and HR Admin can edit employee records. If you need to make a change, ask your HR admin to do it or to adjust your role.
An employee has no email. That's a no-login employee. If they should have system access, an HR admin can add a real email and invite them. Don't add a placeholder email — it will prevent a proper login from being set up later.
I added an employee but they can't log in. Check that a real email address is on the profile. The employee also needs to accept the invitation email before they can sign in.
The employee list is showing fewer people than expected. If you're a manager, the list is scoped to your direct reports. If you're HR or admin, check whether the missing employees are archived.
HR overview
People records and the HR lifecycle — employees, contracts, onboarding, offboarding, performance, assets.
Statutory info
The statutory record on an employee profile — tax and social-security identifiers, dependent children, second-job declaration, and medical insurance fields. Who can view and edit them, and how they affect payroll.