How to add and manage employees in RePloyee

To add an employee in RePloyee, open the "Employees" tab, click "Add employee", enter their name, and select their roles. RePloyee then builds the employee's checklist from the requirements of those roles. Employees are records in your workspace, not workspace members: they don't need a Vieolo account, they don't sign in, and they don't take a member seat.

Add an employee

1. Open RePloyee and select the "Employees" tab.
2. Click "Add employee".
3. Fill in the form and save.

The form is divided into the following sections.

Name

"First name" and "Last name" are required. "Middle name" is optional.

Contact info

The "Email" and "Phone number" of the employee. Both are optional and are only kept for your records. The email is also searchable in the employee list.

Employment

• "Hire date": the date the employee started working for your company.
• "Termination date": the date the employment ended, for your records.
• "External employment ID": the identifier of the employee in your own HR or payroll system. It is searchable in the employee list.
• "Sensitivity level": a level from 1 to 3 that controls which members can see this employee. A member only sees employees whose sensitivity level is at or below their own employee access level. You can't set a level higher than your own. See Access and sensitivity levels.

Roles

Select one or more roles. The employee's checklist is made of the requirements of all their roles. If two roles ask for the same requirement, the employee only needs to file one document for it, and it is required if any of the roles requires it. See Roles.

You don't need roles for everything. To ask a single employee for a document that isn't part of their roles, use "Ask for a document" on their page. See Requirements.

The employee page

Select an employee in the list to open their page. It shows their details, their roles, and the "Documents" section, which is the employee's checklist. Each requirement on the checklist shows its status and the documents filed for it. From this page you can:

• File a document for a requirement. See Employee documents.
• Ask for a document directly, under "Asked directly".
• Exempt the employee from a requirement. See Exemptions.
• File documents that don't belong to any requirement, under "Other documents".

The employee list

The "Employees" tab lists your employees with their "Name", "Email", "Phone number", "Hire date", "Compliance", and "Status". The "Compliance" column shows colored counts of the employee's documents by status, so you can see at a glance who needs attention.

• Search: the search box matches the employee's name, external employment ID, or email.
• Filter: switch between "Active", "Disabled", and "Deleted" employees.
• Order: employees are sorted by last name, then first name.

Each row has a menu with "View", "Edit", "Deactivate" or "Activate", and "Delete". Deleted employees have "Restore" instead.

Deactivate an employee

Deactivate an employee who no longer works for you, or who is away for a long time, but whose documents you still need to keep. A deactivated employee stays on file with all their documents, but leaves the compliance overview and the notifications. Use "Activate" to bring them back; they return to the overview and the notifications.

Deactivated employees still count toward the employee limit of your plan.

Delete and restore an employee

Deleting an employee removes them and their documents. A deleted employee does not count toward the employee limit of your plan.

Deletion is not immediate. For 7 days, the employee is listed under the "Deleted" filter and you can bring them back with "Restore", together with their documents and files. A restored employee counts toward the employee limit again, so you need room in your plan to restore them. After 7 days, the employee, their documents, and their files are permanently deleted.

If your workspace uses the strict auditable mode, deleted employees and their documents are never permanently removed. See Strict auditable mode.

Related guides

• Roles
• Employee documents
• Exemptions
• Plans and usage