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Employees is the master list. Every other people surface — attendance, leave, payroll, documents — hangs off a row here.

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The list

Columns: code, name, role, department and location, joining date and status. Sortable, paginated, and searchable by name or code.

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Filters and facets

Status filters carry live counts — how many are Active, Onboarding, on Probation, Exited — sourced from the data rather than hardcoded. Department and location filters narrow further. The filter popover adds three more:
The transitive “reports to” walk is a list filter only. It narrows rows you are already entitled to see — it does not widen your authority over anyone. Approving still requires being someone’s direct manager, or holding hr:approve.

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Adding one person

1

Open the wizard

+ Add employee.
2

Identity and contact

Name, employee code, email. The code must be unique in your organization; the email must be unique across all of OnTime, because it identifies the person rather than the membership.
3

Work details

Department, location, manager, shift template, employment type, joining date.
Set the manager. Approvals route on the direct-manager link. An employee without one has nobody to approve their leave.
4

Role

From your organization’s roles — the four presets, plus any you have defined.
5

Initial password

You set it, at least 8 characters. Share it through your own channel; OnTime sends no welcome email.

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Bulk import

For a whole workforce. Upload a CSV and OnTime shows the parsed rows with per-row validation errors before anything is written — so a bad row is a row you fix, not an import that half succeeded.
Imported employees cannot sign in. The import generates a random password that is never displayed. After importing, set a real password on each employee (Employee → Edit) or they have no way in.This is a deliberate safety property — an import cannot silently create accounts with guessable credentials — but it does mean import is a two-step process.

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Bulk actions

Select rows and act on all of them:
  • Assign a manager
  • Change department
  • Archive
  • Add a tag
Bulk “set shift” is present in the toolbar but not wired. It does nothing. Assign shift templates individually, or through the roster.

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Export

CSV, honouring every filter currently applied. Filtering to one location and exporting gives you that location.

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Employee status

Exited employees stay in the system — their attendance, payslips and documents are part of your statutory record.

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Finding someone fast

Press ⌘K (or Ctrl+K) anywhere in the admin console. The command palette searches employees by name and code, and also offers permission-filtered navigation commands.
The palette searches employees and navigation only. It does not search attendance records, payslips or documents.