> For the complete documentation index, see [llms.txt](https://hub.equipme.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://hub.equipme.io/dokumentation/organization/employees.md). # Employees Create, edit, invite, lock and remove employees; an employee's status, profile, services, user account and permissions. **Path:** sidebar → "My company" → **"Company" → "Employees"** (supervisors: **"My organization" → "Employees"**) In equipme, **every user is an employee**. However, an employee can also exist without a login, e.g. as a pure master data record to which devices are assigned. Whether an employee can log in depends on their role and an invitation. ## Employee status | Status | Meaning | | ----------------- | -------------------------------------------------------------------------------- | | **"Onboarding"** | New employee in the onboarding phase (default when creating) | | **"Active"** | Regularly employed | | **"On leave"** | Temporarily absent, e.g. parental leave or sabbatical | | **"Offboarding"** | Leaving the company; services are retrieved or canceled | | **"Inactive"** | No longer active | | **"Archived"** | Set automatically when an employee has been removed; cannot be selected manually | When switching to "Onboarding", "On leave" or "Offboarding", an email can be sent automatically (see [Email notifications](/dokumentation/settings/email-notifications.md)). **"Locked"** is not a status; it only affects the login (see below). ## The employee list * At the top: **"Current costs"** and **"Forecast"** of the displayed employees. * Columns include: "Status", "First name", "Last name", "User name", "Location", "Departments", "Position", "Personnel number", "Cost center", "Source" (equipme or HR system), "Services", "Roles", "Group role", "Locked", "Onboarding", "Offboarding", "Tags" and "Further information". * Buttons: **"Add"**, **"Import"**, **"Synchronize"** (for the [HR sync](/dokumentation/organization/hr-sync.md)) and export. {% hint style="info" %} **Locked employees are hidden by default** (filter "Locked = No"). Remove the filter in the "Locked" column to show them. {% endhint %} ### Bulk actions Select employees and choose under **"Actions"**: | Action | Effect | | -------------------------------------------------- | ------------------------------------------------------------------------------ | | **"Assign services"** | Opens the Marketplace with the selected employees as recipients | | **"Change status"** | Sets the status for all of them; for "Offboarding" optionally with an end date | | **"Enable self-service" / "Disable self-service"** | Allows or prohibits requesting in the Marketplace | | **"Add tags" / "Remove tags"** | Maintain self-service tags | | **"Send invitation"** | Send invitation emails (up to 2,500 per operation) | | **"Delete"** | Remove employees (see below) | ## Creating an employee **"Add"** (or Dashboard → "Onboard employee") opens a dialog with three steps. ### 1. "Profile" * **Required:** "First name", "Last name", **"Username"** (email address, unique; serves as the login name) and **"Location"**. * Organization: "Department", further groups, **"Supervisor"**, **"Representative"**, "Cost center", "Position", "Personnel number". * "Status" (default "Onboarding"), "Start date", "Exit date". * Contact: "Business phone", "Mobile no.". * **"Add delivery address for home office"**, optionally as the default delivery address. * "Notes". ### 2. "Services" If there is a **template** for the location, department or groups, its services are suggested and preselected. You can deselect individual ones. The services are requested and go through the approval process, so they are not ordered immediately. ### 3. "Permissions & Invitation" * **"Role"**: "User" (default), "Controller", "Planner", "Purchaser"; "Administrator" only if you are an administrator yourself. * **"Additional roles"**: your company's own roles. * **"May request services in the marketplace"** (self-service) and **"Self-service tags"** (only with the "User" role). * **"Send invitation"**: sends an email invitation. Choose the **"Preferred login method"**: * **"Username / Password"**: The employee receives an initial password and must change it at the first login. * **"Single sign-on"**: no password; login via the company account (e.g. Microsoft). ## The employee detail page The header shows the name and **status**. You can switch the status directly; choosing "Offboarding" starts the [offboarding wizard](/dokumentation/organization/employees/onboarding-and-offboarding.md#offboarding). ### "Services" tab All assigned services as cards or a table, with **"Book new service"** and bulk actions. Under **"Documents"** you create a [transfer or return document](/dokumentation/organization/employees/onboarding-and-offboarding.md#transfer-and-return-documents) as a PDF. ### "Tickets" tab The employee's tickets in Equipme Operate (only with an active ticket system). Everyone sees their own tickets; only support agents see other employees' tickets (see [Support requests and tickets](/dokumentation/self-service/tickets.md)). ### "Profile" tab * **"Person"** card: all master data, editable via the pencil. The ⋮ menu contains lock, unlock and remove. * **"Company address"** and **home office address**, each selectable as the default delivery address. * **"Managed entities"**: which locations, employees and groups the person is responsible for. * **"Group affiliation"**: add or remove groups. If you change an employee's **cost center**, all of their services are switched to the new cost center. ### "Account" tab * Status **"Verified"** or **"Not verified"**. An account counts as verified as soon as the employee has logged in for the first time. * **Set password** (administrators): at least 8 characters with upper and lower case letters, a number and a special character. Optionally "The user must reset the password after logging in for the first time" and "Notify employees". * **"Invite employees"**: send the invitation (again), choose the login method, optionally "Send to private email". ### "Permissions" tab * Self-service on/off: "May select and request services independently. Before ordering, the desired services must be approved by an authorized person." * The employee's individual permissions and their **"Roles"**. You change permissions that come from a role via the role under [Roles and rights](/dokumentation/settings/roles-and-permissions.md). {% hint style="warning" %} If "The user has no roles and therefore cannot log in" appears, assign at least the "User" role. {% endhint %} ### "Further information" tab Your own custom fields (see [Further information](/dokumentation/organization/additional-information.md)). ## Locking, unlocking and removing All three actions are located in the ⋮ menu of the "Person" card. | Action | Effect | | ------------ | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | **"Lock"** | Locks **only the login** to equipme, optionally as of a date. All services continue to run unchanged. Locked users receive no notifications. You cannot lock your own account. | | **"Unlock"** | Lifts the lock. | | **"Remove"** | Permanently removes access and permissions; the status becomes "Archived". **Only possible if no services and no open orders are assigned to the employee anymore.** | Depending on the agreement with your provider, removing or locking may require approval. In that case the action only takes effect after approval; until then, you can withdraw it. ## Frequently asked questions **An employee is missing from the list.** They are probably locked; remove the filter in the "Locked" column. As a supervisor, you only see your own employees. **I cannot edit an employee's fields.** The employee is maintained via [HR sync](/dokumentation/organization/hr-sync.md). Change the data in the HR system. **The "May request services in the marketplace" checkbox is grayed out.** Self-service is tied to the "User" role. **The invitation does not arrive.** Check the recipient address in the "Account" tab and the spam folder. With "Single sign-on", no password is sent; the employee logs in with their company account. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. 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