Manage employees

This page collects the most common tasks in the employee directory.

Related sections

• To learn how an employee differs from a system user and how employees relate to assets, see Employees.
• For all the ways to invite an employee and link them to a user account, see Employees and users.
• For all fields and columns, see the Employees reference.

Open the employee list

1. In the left menu, click Employees.
2. The list opens with the Number, Employee’s full name, Position, Department, and Number of units of the asset columns.
3. The search box at the top filters the records; click a column header to sort.

Add an employee

1. Click Employees in the left menu.
2. Click Add employee in the top-right corner. A form titled Financially responsible person opens.
3. Fill in the fields:
   • First Name
   • Middle Name
   • Last Name
   • Phone
   • Email
   • Position
   • Employee number
   • Department — a drop-down of existing departments.
4. To give the employee access to UNIO24 right away, select Invite as a system user — see Add an employee and invite them right away.
5. Click Save.

About departments

If the department you need isn’t in the drop-down, just type its name in Department. The department is created automatically when you save the employee.

If custom fields are set up for employees, they appear on the form below the department.

To add many employees at once, use Import employees on the list page — see Import data.

Edit an employee

You can open a record for editing in two ways.

• From the list. In Employees, click the pencil icon in the employee’s row.
• From the card. Open the employee’s card (click the row in the list) and click the pencil icon next to the name.

The form has the same fields as when adding. Make your changes and click Save.

Invite an employee as a system user

This gives the employee access to the web and mobile apps and links their record to a user account. What that gives them is described in Employees.

1. Click Employees in the left menu.
2. In the employee’s row, click the envelope icon — Invite user. It’s there only if the employee doesn’t have a user account yet.
3. In the Invite user to UNIO24 dialog, check the Email — it’s taken from the employee card.
4. If you have full access, choose a Role for the new user.
5. Click Invite user.

UNIO24 sends an email with an activation link to that address, and the user account is linked to the card right away. Until the employee accepts the invitation, an Invited tag appears next to their number; after that, a user icon. If no role was chosen, assign one later in Settings → Users: without a role, the person has no permissions.

Link or unlink a user account

If the employee already has a user account created separately, link it: the three-dot menu in the employee’s row → Link user. To unlink, click the circled-cross icon → Unlink user. Step by step — in Employees and users.

View an employee’s assets

1. Open Employees and click the employee’s row to open their card.
2. The Employee assets tab opens by default. It lists the assets the employee holds, with their status.
3. Click an asset’s row to go to its card and see the details.

View activity

1. Open the employee’s card.
2. Go to the Activity tab.
3. You’ll see check-outs and returns of assets this employee was part of.

The activity doesn’t include moves of assets in the employee’s responsible locations.

View responsible locations

If at least one location is assigned to the employee, their card has a Responsible location tab. Open it to see these locations, and click a row to go to the location and its assets. The responsible person is assigned in Locations.

Offboard an employee

When an employee leaves, they go through offboarding: their assets are taken back, licenses are freed up, tickets and locations are reassigned, and access is blocked. Start it from the employee’s card with Action → Start offboarding. Step-by-step instructions are in How to offboard an employee.

Useful links

• Employees — how an employee differs from a system user and how employees relate to assets
• Employees reference — all fields and columns
• Employees and users — all the ways to link an employee to a user account