Employee Management Guide

The Employees page shows you which new hires and departing employees still need equipment action, and whether that equipment will arrive in time. Instead of checking orders against start dates by hand, you work from a prioritized list and handle an entire cohort in one pass. This is also where you can view and edit all the employees in your organization and their current devices. 

What’s in This Guide

• Getting to the Employees Page
• The HRIS Sync Line
• The Four Tabs
• Summary Cards
• All Employees Tab
• Starting Soon Tab
• Leaving Tab
• Archived Tab
• The Employee Detail Drawer
• Editing an Employee
• Row Actions
• Selecting Employees and Bulk Actions
• Removing an Employee From a List
• Archiving and Restoring
• How At Risk Is Calculated
• How With Orders Is Calculated
• Good to Know

Getting to the Employees Page

• To open the page, click Employees in the left navigation

The HRIS Sync Line

Directly beneath the page title, a line tells you where your employee data comes from and how current it is.

• HRIS connected – shows your provider name and Last sync: with the timestamp in your local timezone
• First sync still running – shows Last sync (In Progress)
• No HRIS connected – to connect one, click Connect an HRIS to go to your integrations

There is no manual sync button on this page. Employee data refreshes on your HRIS sync schedule. To learn more about HRIS Sync click here. 

The Four Tabs

Summary Cards

On the All employees tab, two cards summarize order coverage:

• Starting soon with orders – employees with orders out of the total starting soon, for example 7 / 9
• Leaving with orders – employees with orders out of the total leaving
• Beneath each, a line reads N Orders at risk in red, or All orders are on track in green

On the Starting soon and Leaving tabs, three cards double as filters:

• With orders – click to show only employees who already have an order
• Without orders – click to show only employees who still need one
• At risk – a count only, not selectable. It turns red above zero

To clear the filter, click the active card again.

All Employees Tab

• Lists every employee in your organization who has not been archived
• Columns you can show: Name, Status, Country, Start Date, End Date, Assets, Address, Work Email, Personal Email, Phone, Recent Orders, Actions
• Shown by default: Name, Country, Start Date, End Date, Assets, Recent Orders, Actions

Starting Soon Tab

An employee appears here when any of the following is true:

• Their start date is in the future
• Their start date is within the last 30 days and they have an open order
• Their start date is within the last 30 days, they have no orders at all, and no device is assigned to them

A future start date always keeps someone on this tab. Once their start date passes, they stay only while an order is still open, or while they have neither an order nor an assigned device. Either way they leave the tab 30 days after their start date.

How the tab is organized:

• In order to enable bulk ordering per country, rows are grouped by country
• Employees with no country on file are grouped under Unknown Country
• To select everyone in a country, click the checkbox in its group header
• To collapse or expand a country, click the chevron at the right of its group header

Taking action from the table

• To order for someone who has no order yet, click Send Equipment on their row. Please note we can only support procurement orders from the table at this time. 

Leaving Tab

An employee appears here when they have an end date and any of the following is true:

• Their end date is in the future
• Their end date is within the last 30 days
• Their end date is more than 30 days past and no completed order exists for them

Employees more than 30 days past their end date with a completed order drop off this tab. Country grouping, collapsing and pagination work the same as Starting soon. 

Archived Tab

• To see an employee’s details or bring them back, click View or Restore on their row
• To restore several at once, select them and click Restore in the bulk action bar
• Restore will bring an employee back to the all employees tab and remove them from the archived list

The Employee Detail Drawer

To open an employee’s details, click their name or the row. A panel opens from the right and you stay on your current tab with your filters intact.

• To open the full employee page in a new browser tab, click the open-in-new icon
• To send equipment, retrieve equipment or archive the employee, click the menu icon or use the button at the bottom of the drawer

The drawer has three sections, all expanded by default:

Editing an Employee

• To edit an employee, click the pencil icon in the Employee information header, or choose Edit from a row menu to open the drawer straight into edit mode
• Employees synced from your HRIS cannot be edited here. The edit control does not appear for them. Update the record in your HRIS and the change flows through on the next sync
• To keep your changes, click Save. To undo them without closing the drawer, click Discard

Row Actions

To start an order for one employee, click Send Equipment or Retrieve equipment. The flow opens with that employee and their country already selected.

Selecting Employees and Bulk Actions

• To choose employees, click individual rows, a country group header, or the header checkbox to take the whole view
• A bar appears at the bottom showing who you have selected, with initials for the first two and a +N for the rest
• To clear your selection, click the X at the left of the bar
• Your selection clears automatically once an action finishes

To send equipment in bulk, click Send Equipment, then choose Buy New or Assign Device.

One country at a time:

• Send Equipment is unavailable when your selection spans more than one country. Hovering the button explains: Select employees in a single country to send equipment.
• Retrieve equipment follows the same rule, unless one of the selected employees has no country on file
• Selecting a country group header always keeps you within one country

Removing an Employee From a List

Use Remove from list when someone on Starting soon or Leaving does not need equipment action, so your list reflects only real work.

• To remove one employee, click Remove from list in their row menu. To remove several, select them and click Remove from list in the bulk action bar
• Takes the employee off that tab and out of its at-risk count
• The confirmation lists everyone affected with their team and country
• This cannot be undone. The employee record stays available on the All employees tab
• Removal applies to one tab only. Removing someone from Starting soon does not remove them from Leaving
• A removal is reset only when that employee's start or end date changes through an HRIS sync

Archiving and Restoring

• To archive one employee, click Archive in their row menu or in the detail drawer. To archive several, select them and click Archive in the bulk action bar
• Archived employees leave All employees, Starting soon and Leaving, along with those three counts
• You can no longer send equipment to or retrieve assets from an archived employee
• The employee record and their full asset history are preserved
• To restore an employee, go to the Archived tab and click Restore on their row, or select several and click Restore in the bulk action bar
• Restore takes effect immediately with no confirmation step
• Restored employees return to your active roster and all applicable counts

How At Risk Is Calculated

On Starting soon, an employee is at risk when any of these is true:

• No order has been placed and their start date is within 10 days
• An order exists and estimated delivery falls after their start date
• Their start date is within 7 days and the order is not yet Shipped or Completed
• Their start date is within 7 days and the order is in Exception

On Leaving, an employee is at risk when either of these is true:

• An order is more than 15 days past its creation date and is not Completed or In Return
• An order is in Exception

How With Orders Is Calculated

• Starting soon – an order dated within 60 days before or 30 days after the start date
• Leaving – an order dated within 30 days before or after the end date

The same windows drive the summary cards and the with-orders filter.

Good to Know

• Changes made elsewhere, such as another admin's action, an HRIS sync, or an order moving status, appear the next time you load the page rather than updating live
• Bulk actions handle up to 200 employees at a time
• Start date, end date, work email and team are owned by your HRIS and change only on sync
• Employees added by file upload or device-management sync are not linked to your HRIS, so they remain editable here
• To add someone manually, click New employee at the top right