Managing employees
Add one person or import a CSV, invite those without access, edit their profile, export their clock-ins and handle their exit or deletion.
In Employees you add people, one by one or from a CSV, send them their access, edit their profile and handle their exit.
CompanyEmployeesThe list filters by Status (active or inactive), department, role, Worksite and sub-company.
Before you start
Create your departments, positions and worksites first: the form picks them from a list and doesn’t create them on the fly. See Departments, positions, sites and sub-companies. Adding, importing and deleting people is open to the Admin role, the built-in HR role and anyone with the employees permission. Each active person takes a seat on your plan.
Add a person
- Click New employee.
- Fill in first name, last name, email and Hire date. The date can be earlier than today: the first month’s payroll is prorated from it.
- Choose position, department, Worksite and Assigned role.
- Optionally, choose Manager (optional), Onboarding template (optional) and Schedule (optional).
- Under Creation method, choose Send email invitation or Create with password (you type it).
- Click Create and send invitation or Create employee.
Everything else (personal and bank details, salary, vacation) is filled in later on the profile.
Import from a CSV
- Click Import CSV and, the first time, Download template. Delete its two example rows.
- Fill in the nine columns, in this order: email, first name, last name, hire date, department, job title, worksite, weekly hours and vacation days. The first four are required.
- Write dates as dd/mm/yyyy or yyyy-mm-dd. Department, job title and worksite are matched by the name they already have in Orquiva.
- Upload the file with Choose a CSV file…, check the summary and click Create N employees.
The file is applied in full or not at all: if any row fails, or there aren’t seats for all of them, nobody is created. An email that already exists in your company rejects its row: the importer only creates, it doesn’t update. If a name contains a comma, save the file with semicolons.
Invite people who don’t have access yet
Imported people get no login and receive no email. The list warns you: “N people can’t sign in yet”. Click Invite to open Invite people who don’t have access yet and send them all the email to create their password. The link expires after 7 days; you can resend it, and the new one cancels the old one. If sending fails partway, you’re told how many invitations went out; when you retry, anyone who already has theirs doesn’t get it twice.
The employee profile
| Tab | What it holds |
|---|---|
| Overview | Basic and job details, and status |
| Personal data | Date of birth, marital status, children, address, bank details and emergency contact |
| Onboarding | The assigned plan and its progress |
| Sub-companies | Which ones they belong to; only if your company has them |
| HR | Department, team, supervisor, position, hire date, salary and the Vacation balance block |
| Schedule | Their base schedule |
| Role and permissions | Their role and the Individual permissions: Inherited, Enabled or Disabled |
| History | Their clock-ins for the month; you can correct a day from here |
| Offboarding | Start their exit or reactivate the account |
The vacation balance is entitled days plus carry-over plus a manual adjustment, and approving time off does deduct from it. See Absence types and public holidays. For roles, see Roles and permissions.
To export clock-ins, select one or more people in the list and click Export: pick a Month and Download, or Full history. With several people you get one PDF per person in a ZIP.
Exit and deletion
For someone who is leaving, open their profile, Offboarding tab, and click Start offboarding. You set the Last working day and the Deactivation date. Everything is kept, and Reactivate gives them their access back. The full process is in Offboarding an employee.
Deleting removes the person and everything of theirs
Selecting people and clicking Delete selected removes their profile, clock-ins, time off and documents. It’s meant for someone added by mistake. Orquiva won’t delete anyone with clock-ins from the last 4 years (the law requires keeping them), the primary account or the last admin. Anyone who can’t be deleted stays selected, with the reason.
What happens next
With Send email invitation, the person gets an email to activate their account. The chosen onboarding template assigns its tasks when the person is created. After Start offboarding, the account stays active until the deactivation date: on that day, at 02:00, it becomes Inactive.
If something goes wrong
“This person has clock-ins from the last 4 years, which the law requires you to keep.” They can’t be deleted. End their employment from the Offboarding tab instead.
The import says “Somebody in the organization already has that email.” The importer only creates. Remove that row and edit that person’s profile by hand.
The import creates nobody. Some rows were rejected or there aren’t enough seats. Fix the flagged rows and upload the file again; if you’re short of seats, add more in Billing, plan and modules.
I can’t find a person. Check the Status filter: after their exit they show as Inactive.
Related articles
- Company, departments, positions, sites and sub-companiesCompany details, departments, positions, worksites, roles and sub-companies: how to create them, what can't be deleted in use and how sub-companies isolate people.
- Roles and permissionsWhat each factory role grants, how to build a role from a template, how to adjust one person's permissions, and why a direct manager approves without any.
- Offboarding an employeeThe offboarding process: who can run it, where it lives, the checklist, returning assets and the account deactivation, which runs by itself on the date set.
Still stuck?
Tell us what happened and we'll help.