Employee Directory

The employee directory is your single source of truth for everyone in your organization — full profiles, employment history, certifications, compensation, and contact information in one place.

Navigating the Directory

Go to Employees in the left navigation. The directory shows all active employees in a searchable, filterable table.

Columns shown by default:

• Employee name and avatar
• Job title
• Department
• Employment type
• Status
• Start date
• Manager

Click any row to open the full employee profile.

Searching and Filtering

Search: Type in the search bar to filter by first name, last name, or email address. Results update as you type.

Filters:

• Status: Active, On Leave, Suspended, Terminated, Resigned
• Department: Any configured department
• Employment Type: Full Time, Part Time, Contract, Intern, Temp

Filters can be combined. For example, filter to Active + Engineering to see all active engineers.

💡Use the Terminated status filter to see former employees without deleting them — all historical records are preserved.

Employee Profile

Each employee has a full profile with multiple tabs:

Personal Info Tab

Field	Notes
First / Last Name	Legal name used for documents and payroll
Preferred Name	Display name shown in products and communications
Work Email	Primary login — synced with Hub
Personal Email	Used for notifications when work email is unavailable
Phone	Work or mobile phone
Date of Birth	Used for benefits and age verification
Address	Home address — restricted to admin and HR
Location	Office location or city
Remote	Toggle for remote employees
Avatar	Profile photo

Employment Tab

Field	Notes
Job Title	Current position title
Department	Linked to org chart
Manager	Reporting relationship — drives org chart hierarchy
Employment Type	Full Time, Part Time, Contract, Intern, Temp
Employment Status	Active, On Leave, Suspended, Terminated, Resigned
Hire Date	Original hire date
Start Date	First day of work (may differ from hire date for re-hires)
Probation End Date	Alert fires 14 days before this date
Termination Date	Set when status changes to Terminated or Resigned
Termination Reason	Free text, restricted to admin and HR

Compensation Tab

ℹ️Compensation data is visible to admin and hr_manager roles only. HR staff and managers cannot see salary amounts.

• Current salary (amount and currency)
• Salary history — every adjustment is logged with the date, old amount, new amount, and who approved it
• Time off policy configuration (accrual rates for each leave type)

Emergency Contacts Tab

• Name, relationship, phone, and email for each emergency contact
• Multiple contacts supported
• Visible to HR staff and above; not shown to managers or viewers

Certifications Tab

• Professional certifications with name, issuing body, issue date, and expiry date
• People sends expiry alerts 30 days before a certification expires
• Certifications are also exposed to PSA for resource planning and dispatch

Custom Fields Tab

• Any custom fields configured for your organization appear here
• Custom fields are defined in Admin > Custom Fields and can be added to any employee record

Employment Statuses

Status	Meaning	Access Impact
Active	Currently employed and working	Full Hub access
On Leave	Temporary leave (parental, medical, etc.)	Hub access may be suspended per policy
Suspended	Administrative suspension	Hub access suspended
Terminated	Employment ended (involuntary)	Hub access revoked via offboarding workflow
Resigned	Employment ended (voluntary)	Hub access revoked via offboarding workflow

⚠️Changing status to Terminated or Resigned should be done through the Offboarding workflow, not directly on the employee record. The offboarding workflow triggers access revocation in Hub and insider threat monitoring in Defend.

Adding and Editing Employees

Add Employee

1. Click Add Employee (top right)
2. Fill in required fields: name, email, title, department, employment type, start date
3. Fill in optional fields as needed
4. Click Save

Edit Employee

1. Open the employee profile
2. Click Edit on any tab to modify that section
3. Click Save — changes are audit-logged with your name, timestamp, and the fields changed

Bulk Actions

From the directory list, check one or more employees to access bulk actions:

• Export — download selected employees as CSV
• Update Department — move a group to a new department
• Update Status — change status for a group

💡Use bulk department update when reorganizing after an acquisition or reorg.

Skills and Certifications

You can track skills on employee records under the Certifications tab alongside formal certifications. Skills feed into:

• PSA resource planning — skill matching for ticket assignment
• Training — gap analysis for mandatory course assignment
• Reporting — org-wide skills inventory

Audit Trail

Every change to an employee record is logged in the audit trail. To view audit history:

1. Open the employee profile
2. Scroll to the bottom of any tab
3. Click View Audit History

The audit log shows: what changed, old value, new value, who changed it, and when. Audit records are retained for 1 year.