Adding, editing, deleting users

8 min read By TimeOff Support

The Employees section is where administrators manage people in TimeOff.Management.

From here, you can:

add new employees
edit employee details
send welcome emails
update departments and locations
set schedules and rotas
check allowance setup
deactivate users
delete users where needed

This article explains the main actions administrators use when managing employee records.

Add a new employee

To add a new employee:

Go to Employees.
Select Add new employee.
Enter the employee’s details.
Choose their department and location.
Set their manager or approver if required.
Save the employee record.

To add many employees at once, use Import from a spreadsheet, from the arrow beside Add new employee. See Import employees from a spreadsheet.

After the employee is created, you can send them a welcome email so they can set up their password and access TimeOff.Management.

An employee's More actions menu, opened from the end of their name row: Send invite email and Reset Password, then Export leave as CSV and View audit trail, then Delete employee in red

You can also send welcome emails to several employees at once.

To do this, go to the Employees screen, select the envelope icon, Invite employees, select the employees you want to invite, press Send invites, then confirm with Send.

This is useful when you have added a group of employees and want to check their profiles before sending access emails.

Details to check when adding an employee

Before saving a new employee, check:

first name and last name
email address
department
location
manager or approver
work schedule
rota, if used
allowance setup
leave policy access
public holiday settings

This helps prevent problems with leave requests, approvals, allowance, and reports later.

Employee email address

The employee email address is important.

It is used for:

logging in
welcome emails
password setup
leave notifications
approval notifications
weekly emails, if enabled

Make sure the email address is correct before sending the welcome email.

If the email address is wrong, the employee may not receive their invite or notifications.

Employee department and location

Departments and locations help organise your company.

They can also affect:

who approves leave
which public holidays apply
which leave policies apply
which leave types employees can use
reporting and filtering
visibility for managers and supervisors

For example, if a leave policy is assigned to a department, new employees added to that department may be included automatically.

Employee schedule

The employee schedule tells TimeOff.Management which days the employee normally works.

This is important because schedules affect how leave is calculated.

For example, if an employee does not normally work Fridays, a Friday leave request may not deduct allowance.

Employee rotas

Use rotas when an employee works changing patterns, rotating shifts, or different days in different weeks.

A rota helps TimeOff.Management understand which days are working days and which days are days off.

Employee allowance

When adding an employee, check how their leave allowance should be set.

Allowance may come from:

department allowance
individual allowance
accrual schedule
tenure-based allowance
manual adjustment
unlimited allowance setup

If the employee has different allowance from the rest of their department, you may need to set an individual allowance.

Send a welcome email

After creating an employee, you can send a welcome email.

The welcome email lets the employee create their password and access their account.

Employees can then:

view My Calendar
check their allowance
request leave
cancel or revoke requests where allowed
connect calendar feeds, if enabled

Edit an employee

You can edit an employee record when something changes.

For example, you may need to update:

name
email address
department
location
manager or approver
schedule
rota
allowance
role or permissions
leave policy access

To edit an employee:

Go to Employees.
Select the employee. Their details open on the Overview tab, which sums up their employment, allowance, working week, leave, policies and who manages their leave; each block’s caption links to the tab that holds the rest.
Go to the tab that holds the detail, such as General for their name, email, department, location, manager and login type.
On the General tab, select Edit, update the details and select Save changes. The other tabs have controls of their own.

On the General tab, the details sit under Identity, Employment details, Account and Profile, with the pencil on the Identity caption. The help under each field shows while you edit, and Save changes is at the foot of the drawer.

After editing, check whether the change affects future leave requests or allowance.

When to edit an employee record

Edit the employee record when:

the employee changes department
the employee changes location
the employee gets a new manager
their working days change
their rota changes
their allowance changes
their email address changes
their access level changes

If the employee already has future leave booked, check whether the change affects those bookings.

Custom fields on the employee record

If your company has defined custom fields — a cost centre, a payroll reference, a badge number — they appear in the Profile section of the employee’s General tab, after Title and Date of Birth. Each field decides who, besides administrators, sees its value and fills it in. Fields of type File hold documents instead, as the next section explains.

They are filled in the same way as the rest of the record: on the General tab, select Edit, enter the values and select Save changes. A new field starts empty for everybody, so somebody has to enter a value on each employee’s record before it shows anywhere.

Documents on the employee record

If your company keeps documents on employee records, they are on the Documents tab of the employee’s record. Each kind of document has its own custom field of type File, and each field decides who, besides administrators, can see its documents and add to them.

Tags on the employee record

If your company has defined tags — contractors, first-aiders, remote staff — they appear as coloured chips in the name row at the top of the employee’s record, after their status.

Only an administrator can add a tag to an employee or take one away, and only an administrator sees the control for doing it — the small tag icon after the tags. Everybody else sees the tags their own visibility allows, and nothing at all where none apply. Tags are saved as you change them, so there is no Save changes step for that part of the record.

Deactivate a user

If an employee leaves the company, you may want to deactivate their account.

Deactivating a user removes their access without deleting their historic leave records.

This is usually better than deleting the employee straight away.

Delete a user

Deleting a user should be used carefully.

Deleting an employee also deletes the files attached to their leave requests and the documents on their record. Download any you need to keep before you delete the employee.

Before deleting an employee, it is recommended to download their leave records: select Export leave as CSV in the ”…” menu at the end of their name row.

To delete the employee, select Delete employee in the same menu, then Delete employee again to confirm.

The top of an employee's details with the More actions menu open at the end of the name row, Delete employee last and in red

Add employees in bulk

To add many employees at once, paste the rows from your spreadsheet or choose a CSV file with Import from a spreadsheet, from the arrow beside Add new employee. Every row is checked before anyone is added.

Prefer us to do it? Reach your account support via the Contact us form, or email info@timeoff.management

This can save time when setting up a new company account.

If you are moving from another system, you may also want to import existing leave records.

Common checks after adding employees

After adding employees, check:

employees appear in the correct department
employees appear in the correct location
the right manager can see them
the correct approver is assigned
the schedule or rota is correct
allowance looks correct
the employee can log in
the employee can request the correct leave types

This helps avoid setup issues before employees start using the system.

Sending welcome email to new employee Invite a new employee to set their password and access TimeOff.Management.
Setting employee schedule Set the employee’s normal working days so leave is calculated correctly.
Deactivating users Learn how to remove access for employees who no longer need to use the system.
Custom fields on employee records Define your own fields on the employee record and show them as report columns.
Tagging employees Tag cross-cutting groups of employees, and use a tag to scope a Leave Access policy.

Best practice

Add the employee’s department, location, schedule, manager, and allowance before sending the welcome email.

This gives the employee a cleaner first experience when they log in.