---
title: Employee Overview
description: Manage employee records in The Guard’s People module—add team members, assign training, send Employee Portal links, and deactivate or reactivate employees with individual or bulk actions.
---

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# Employee Overview

**Employees** 

 

The **Employees module** lets your organization create and manage employee records.

- Employees are not system users (they don’t log in like Admins)
- They do not need to register
- When training is assigned, employees receive an email with a link to their Employee Portal to complete tasks or can send the email to themselves using this link [Employee Portal Access Link](https://app-prod.compliancygroup.com/ep)

The employee list includes a summary dashboard that surfaces compliance stats for all employees at once.

At the top of the employee list the dashboard gives an admin an instant read on where the team stands — average conformance score, total open items, document requests and a breakdown of license statuses. 

![Screenshot 2026-07-07 at 4.25.40 PM](https://knowledge.compliancygroup.com/hs-fs/hubfs/Screenshot%202026-07-07%20at%204.25.40%20PM.png?width=670&height=180&name=Screenshot%202026-07-07%20at%204.25.40%20PM.png) 

---

**TABLE OF CONTENTS**

- [Creating Employees](https://knowledge.compliancygroup.com/home/a/solutions/articles/48001246914#Creating-Employees)
- [Employee Profile](https://knowledge.compliancygroup.com/home/a/solutions/articles/48001246914#Employee-Profile)
- [Employee Profile Actions and Options](https://knowledge.compliancygroup.com/home/a/solutions/articles/48001246914#EPA) 
    - [License Tracking](https://knowledge.compliancygroup.com/home/a/solutions/articles/48001246914#lt)
    - [Employee Documents](https://knowledge.compliancygroup.com/home/a/solutions/articles/48001246914#ed) 
          - [Uploading Documents Individually](https://knowledge.compliancygroup.com/home/a/solutions/articles/48001246914#single)
          - [Uploading Documents to Multiple Employees](https://knowledge.compliancygroup.com/home/a/solutions/articles/48001246914#multiple)
- [Deactivating an Employee](https://knowledge.compliancygroup.com/home/a/solutions/articles/48001246914#Deactivating-an-Employee)
- [Employee Portal Options](https://knowledge.compliancygroup.com/home/a/solutions/articles/48001246914#Employee-Portal-Options)
- [Related Knowledge Base Articles](https://knowledge.compliancygroup.com/home/a/solutions/articles/48001246914#Related-Knowledge-Base-Articles)

---

#### Creating Employees

You can create employees in two ways:

1\. **Bulk Import** (Recommended for large lists)

1. Go to **Employees**
2. Select **Import**
3. Click **Download Template**
4. Fill out the spreadsheet
5. Select **Choose Spreadsheet to Upload**
6. Click **Confirm**, then **Finalize**

 

**![](https://knowledge.compliancygroup.com/hubfs/Knowledge%20Base%20Import/KiQsX7b0XjsdhDpBdWx-Kpl2RMrGd-Femg-1.png)**

2\. Add a Single Employee

1. Go to **Employees**
2. Select **Add Employee**
3. Fill out the form
4. Save

![](https://knowledge.compliancygroup.com/hubfs/Knowledge%20Base%20Import/Qpj0e-FueRzdHX2y7Tu0_tlEX4kblpn1gg-1.png)

 Employees can be assigned to **Locations, Groups, and Types**

 

---

#### **Employee Profile**

After an Employee has been created, an Admin may open the Employee from their listed record in the Employee module. 

![Screenshot 2026-07-07 at 4.27.06 PM](https://knowledge.compliancygroup.com/hs-fs/hubfs/Screenshot%202026-07-07%20at%204.27.06%20PM.png?width=670&height=412&name=Screenshot%202026-07-07%20at%204.27.06%20PM.png)

To view an employee:

1. Go to **Employees**
2. Click on the employee’s name

From the profile, you can view:

- Employee details
- Licenses
- Training
- Policies & documents
- Devices
- Incidents
- Verification matches *(if enabled)*
- Employee Documents

#### **Employee Profile Actions and Options:**

- **Editing** employee details in the available employee profile fields
- **Deactivation** of the employee is available in the status field or via Options menu

**License tracking**

![Screenshot 2026-05-15 at 3.13.20 PM](https://knowledge.compliancygroup.com/hs-fs/hubfs/Screenshot%202026-05-15%20at%203.13.20%20PM.png?width=670&height=249&name=Screenshot%202026-05-15%20at%203.13.20%20PM.png)

The Licenses tab on each employee profile displays all professional licenses in one view. Administrators can see license type, issuing body, license number, current status, and expiration date at a glance. When a license is expired or expiring soon, an alert banner appears at the top of the profile so nothing gets missed. License information can be edited, added and reviewed from this tab.

New licenses can be added by selecting **+Add** option on the upper right hand side.

![Screenshot 2026-05-15 at 3.15.47 PM](https://knowledge.compliancygroup.com/hs-fs/hubfs/Screenshot%202026-05-15%20at%203.15.47%20PM.png?width=254&height=275&name=Screenshot%202026-05-15%20at%203.15.47%20PM.png)

Required fields are marked with an asterisk \* and include License number, Type, Expiration date, status and admin selected grace period of 30, 60, 90 or 180 days for license expiration. The issued by field is not required, but recommended.

**Employee Documents**

Available folders will appear on the document tab page.  How folders are organized and what employees can see can be managed from the Document Folders in the settings module.Go to **<https://knowledge.compliancygroup.com/home/settings-module-overview?hsLang=en-us>[Settings](https://knowledge.compliancygroup.com/home/settings-module-overview?hsLang=en-us) → Employees → Document Folders** to manage your folder setup. The 4 system folders are permanent and cannot be deleted. Customized folder are available with specific subscriptions.

Opening a folder shows all the files it contains, with key details visible at a glance:

- Expired files are highlighted in red for immediate visibility
- Each file displays its expiration date, upload date, and the name of the administrator who uploaded it
- Download any document directly from the file list
- Filters and search are available for the  files within a folder to find what you need quickly

![Screenshot 2026-05-15 at 3.26.01 PM](https://knowledge.compliancygroup.com/hs-fs/hubfs/Screenshot%202026-05-15%20at%203.26.01%20PM.png?width=670&height=293&name=Screenshot%202026-05-15%20at%203.26.01%20PM.png)

**Uploading a document in an Employee Profile**

New documents can be added from the employee's profile by selecting the **Upload** option on the upper right hand side. 

![Screenshot 2026-05-15 at 3.10.38 PM](https://knowledge.compliancygroup.com/hs-fs/hubfs/Screenshot%202026-05-15%20at%203.10.38%20PM.png?width=670&height=323&name=Screenshot%202026-05-15%20at%203.10.38%20PM.png)

**Uploading Documents to Multiple Employees**

Admins can also upload a document to **multiple employees** at once directly from the employee list.

From the employee list, click **Options → Upload Documents to Employees**. A two-step upload modal will open.

**Step 1 — Documents**

![Screenshot 2026-07-07 at 4.31.41 PM](https://knowledge.compliancygroup.com/hs-fs/hubfs/Screenshot%202026-07-07%20at%204.31.41%20PM.png?width=670&height=356&name=Screenshot%202026-07-07%20at%204.31.41%20PM.png)

- **Folder** — select which folder the document will be placed in (required)
- **Description** — optional description for the file
- **Expiration** — optional expiration date; when set, the document will surface as a task in My Work when approaching or past this date
- **Hide from Employee** — check this to keep the document visible to admins only; unchecked documents will appear in the employee portal
- Accepted file types: PNG, JPG, PDF, DOCX, XLSX, PPTX — max 25MB per file

**Step 2 - Employees**

**![Screenshot 2026-07-07 at 4.31.54 PM](https://knowledge.compliancygroup.com/hs-fs/hubfs/Screenshot%202026-07-07%20at%204.31.54%20PM.png?width=670&height=228&name=Screenshot%202026-07-07%20at%204.31.54%20PM.png)**

- Search for employees by name or filter by group, location, or other criteria
- The document will be uploaded to the selected folder on each chosen employee's profile

**Deactivating Employees**

Employees can be deactivated from the main Employees table or via the Employee Profile. A few examples of deactivating an Employee are shown below:

**Deactivate One Employee (from list)**

1. 1. Go to **Employees**
     2. Click the **(...) menu** next to the employee
     3. Select **Deactivate**

![](https://knowledge.compliancygroup.com/hubfs/Knowledge%20Base%20Import/AZWJ6dPvCqSLf66HZs-ryXrpfC7v63qyaQ-1.png)

  **Deactivating an Individual Employee (Employee Profile):**

1. Navigate to **Employees**
2. Open an Employee's Profile by clicking on their Name
3. Select the **Options** dropdown button in the top-right
4. Select **Deactivate**

  **Option 2**

1. Navigate to **Employees**
2. Open an Employee's Profile by clicking on their Name
3. Change the status field to inactive
4. Select Save to save the changes

![](https://knowledge.compliancygroup.com/hubfs/Knowledge%20Base%20Import/fYbGFYyyyyOLY7lLD3diJcUXNRZu_8MWrA-1.png)

**Bulk Deactivation**

1. Go to **Employees**
2. Select employees using checkboxes
3. Click **Bulk Actions**
4. Select **Deactivate Selected**

**![](https://knowledge.compliancygroup.com/hubfs/Knowledge%20Base%20Import/KJdDOfqAAPkmiHWftCzntBXNhuVhmsjMyg-1.png)**

 

Inactive Employees will then display under the **Inactive tab** available in the Employees module. They can be reactivated at anytime. 

**![](https://knowledge.compliancygroup.com/hubfs/Knowledge%20Base%20Import/BufWdqo7BZVBB38GQoKFgqShr4lY7xapaA-1.png)**

**Reactivating an Employee**

1. Go to the **Inactive tab**
2. Click the **(...) menu** next to the employee
3. Select **Activate**

**Employee Portal Options**

Admins can navigate to the **Employee** module and access an Employee's Portal or Send Employee Portal Links to the Employees from the UI. 

**Sending Employee Portal Link to an Individual Employee:**

1. Navigate to **Employees**
2. Select the **Ellipses Button (. . .)** on the right-hand side
3. Select **Send Employee Portal Link**
4. An email will be then be sent to the Employee

![](https://knowledge.compliancygroup.com/hubfs/Knowledge%20Base%20Import/ynOBK4OFUFVWgYCfVq7sCBoEFDLtkCsObg-1.png)**Sending Employee Portal Link to an Individual Employee (Employee Profile):**

1. 1. Navigate to Employees
     2. Open an Employee's Profile by clicking on their Name
     3. Select the **Options** drop-down button in the top-right
     4. Select **Send Employee Portal Link**
     5. An email will be sent to the Employee within a few moments / minutes; Please confirm with the Employee that they received the email

![](https://knowledge.compliancygroup.com/hubfs/Knowledge%20Base%20Import/ry7Axx4KJDmMkS8SlEccHsYwiHKfvVJLEA-1.png)

**Sending Employee Portal Links to Multiple Employees in Bulk:**

1. 1. Navigate to **Employees**
     2. Select Multiple Employees using the checkboxes on the left-hand side
     3. Select **Bulk Actions**
     4. Select **Send Employee Portal Links**
     5. An email will be sent to the Employee(s).

---

**![](https://knowledge.compliancygroup.com/hubfs/Knowledge%20Base%20Import/w6QK_BXXC46x20MC3WbslUNW69JhyTwS8A-1.png)Related Knowledge Base Articles**

- [Employees - Employee Portal](https://knowledge.compliancygroup.com/home/support/solutions/articles/48001250689-people-employee-portal?hsLang=en-us#One-Time-Passcode-(OTP))
- [Settings Module Overview](https://knowledge.compliancygroup.com/home/settings-module-overview?hsLang=en-us)
- [Training Overview](https://knowledge.compliancygroup.com/home/a/solutions/articles/48001246917?hsLang=en-us)

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