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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

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, and a breakdown of license statuses. 

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TABLE OF CONTENTS

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

 

2. Add a Single Employee

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

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. 

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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

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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.

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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 Settings → 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

     

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New documents can be added by selecting the Upload option on the upper right hand side. 

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

  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

Bulk Deactivation

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

 

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

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 
Sending Employee Portal Link to an Individual Employee (Employee Profile):
    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

Sending Employee Portal Links to Multiple Employees in Bulk:
    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).
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