People directory

Keep employee records, understand who can see what in People, add employees, and handle suspensions and departures.

People is your organization’s employee directory and HR record. Each person you employ has an employee record with their number, role, department, location and manager. Leave, attendance, timesheets, reviews, documents and payroll all hang off that record.

Employees and members#

An employee record is separate from a UnitX login, and it helps to keep the two apart:

Member: Someone who can sign in to your organization. Members are managed under Settings → Members.
Employee: Someone your organization employs, with an employee record under People. An employee may or may not have a UnitX login.

Usually they’re the same person, but not always. A contractor might have an employee record but no login, and a consultant might have a login but no employee record. Self-service features, such as requesting leave or clocking in, only work when an employee record is linked to your login.

What’s in People#

Employee profilesEverything about one person, section by section.Org chartWho reports to whom.Org structureDepartments, positions and locations.LeaveLeave types, requests, approvals and balances.AttendanceClock in and out, and corrections.TimesheetsSubmit and approve time for a period.RecruitingOpenings, candidates, interviews and offers.PayrollCompensation history and payroll periods.Employee documentsContracts and HR paperwork on the record.

Who can see what#

People holds some of the most sensitive data in UnitX, so reading it is split across several permissions. Which ones you hold decides which screens you get.

Permissions

employee.viewemployee.view_sensitiveemployee.manageemployee.self_servicerecruiting.viewrecruiting.managepayroll.viewpayroll.manage

Permission	What it gives you
`employee.view`	The directory every colleague needs: the Org chart in the sidebar, plus departments, positions, locations, skills, schedules and holidays.
`employee.view_sensitive`	The personnel file: the People list in the sidebar, employee records, employment history, HR documents, other people’s leave and attendance, and performance goals and reviews.
`employee.manage`	Add employees, suspend them and record departures, approve leave, timesheets and attendance corrections, create reviews and manage the org structure.
`employee.self_service`	Your own leave, attendance, timesheets and performance goals, provided an employee record is linked to your login.
`recruiting.view` / `recruiting.manage`	Read, or also create and change, job openings, candidates, applications, interviews and offers.
`payroll.view` / `payroll.manage`	Read, or also record, compensation, payroll periods and salary bands on positions.

What the built-in roles include#

Role	People permissions
Organization Owner, Organization Admin	All of the above
Member	`employee.view`, `employee.self_service`, `recruiting.view`, `recruiting.manage`
Viewer	`employee.view`, `recruiting.view`
Guest	None

Members see the org chart, not the People list

With the built-in roles, Members and Viewers see Org chart in the sidebar but not People, and names on the chart aren’t links. Employee records, including your own, need employee.view_sensitive. If people on your team need to reach their own record, for example to request leave, an administrator can create a custom role that includes it. Bear in mind that it also opens everyone else’s records.

Open the People list#

Click People in the sidebar. The page lists every employee with their Name (their preferred name, if one is set), Employee #, Email and Status. Click a name to open the employee record. The buttons at the top take you to the Org chart, Org structure and, if you can view recruiting, Recruiting.

In the Everyrealm demo organization, for example, Marcus Devlin (employee number EV-0001) is the founder and CEO, and Priya Raghunathan is the COO.

Add an employee#

Click Add employee
On the People page, click Add employee.
Enter the required details
Fill in First name, Last name and Employee number (for example “EMP-001”). The employee number can be up to 50 characters and must be unique in your organization.
Add what you know
Optionally enter a Work email and choose a Department, Position and Location. Set these up first under Org structure if the lists are empty.
Click Add employee
The person appears in the list with the status active. New records are full-time employees by default.

Hiring from Recruiting

If the person came through Recruiting, use Hire on their application instead. It copies their name and contact details from the candidate and marks the application hired in the same step.

Editing an employee#

The web app doesn’t yet have a form for changing an existing employee’s details, linking their record to a UnitX login, or setting their manager. For now, someone with employee.manage makes those changes through the UnitX API. When a department, position, manager or employment type changes, UnitX adds a dated entry to the person’s employment history rather than overwriting the old value.

Suspensions, departures and reinstatement#

Employment status isn’t an ordinary field you edit. It changes only through three named actions on the employee record. Each one adds an entry to the employment history and to the audit trail, recording who did it, when and why.

Open the employee record
Go to People and click the person. The available actions appear under their name, and only those their current status allows are shown.
Choose the action
Click Suspend, Record departure or Reinstate. A confirmation dialog opens.
Give the details
For a departure, choose How they left: Terminated, Resigned or Retired. For any action, enter a Reason. It’s optional, but it’s the part of the record that still explains the change a year later.
Confirm
Click the action’s button in the dialog. The status badge updates.

Current status	Actions offered	Result
Active or on leave	Suspend, Record departure	Suspended, or terminated / resigned / retired
Suspended	Reinstate, Record departure	Active, or terminated / resigned / retired
Terminated, resigned or retired	None	The record reads “This employee has left.”

Record departure is one-way and sets the departure date to today. Someone who rejoins gets a new employee record, so their two periods of employment stay separate.
Reinstate applies only to a suspension. It returns the person to active.
Employee records are never deleted. A departed employee stays in the list.
Reading these audit entries needs audit.view.

Suspending an employee doesn’t remove their access

An employee record and a login are separate. To stop someone signing in, also suspend or remove their membership under Members. Recording a departure also doesn’t open an offboarding checklist.

Statuses and employment types#

Active: Currently employed. The default for new records.
On leave: Employed but away. This status can’t be set from the People screens.
Suspended: Temporarily suspended. Can be reinstated.
Terminated, resigned, retired: Has left, recorded with Record departure. Final.
Employment type: Full time, part time, contractor, intern, temporary or freelancer. Shown under the person’s name on their record.

FAQ#

Why don’t I see People in the sidebar?

The People list needs employee.view_sensitive. If your role only has employee.view, you see Org chart instead.

It says an employee with that number already exists.

Employee numbers are unique within your organization, including for people who have left. Use a new number.

Can I delete an employee added by mistake?

No. Employee records aren’t deleted, because employment history is the point of them. Record a departure with a reason explaining the mistake.

Who can see that I suspended someone?

Anyone with audit.view. The audit entry names you, the employee, the reason you gave and the time.

Still stuck? Search the docs with ⌘K, open Help inside UnitX, or contact support.