When you click the name of an employee in the Employees screen (Settings > Employees), you open that employee’s employee record.

On the employee record, you can view and manage all data for one employee in AdminPulse. You will find both personal and administrative data, as well as settings that determine how the employee works in AdminPulse.

This article gives you an overview of the data and settings on the employee record.

Structure of the employee record

On the employee record, you can see the employee’s data in AdminPulse. Depending on your rights, you can view and edit data there.

The employee record screen consists of two main sections:

Identification: personal and contractual data
User: account, rights, and work settings

👉 Which data you can view or edit here depends on your user role and rights in AdminPulse.

💡 You can edit most data on the employee record by clicking the field and changing the value. After that, changes are usually saved automatically, depending on the field type.

💡 Fields marked with an * are required.

Identification section of the employee record

In this section, you manage the employee’s personal data together with some administrative and contractual data.

Last name and First name*: use the employee’s full name. This data is important for identifying the employee and is also used in overviews and search results.
Initials: enter the employee’s initials here.
Telephone and Mobile: enter the employee’s work phone number and mobile number here. This data is visible in overviews, can be included in exports, and is also used in search.
Personal email: this is the employee’s personal email address. It is separate from the email address the employee uses to log in. Logging in is done with the Username in the User section.
Address: enter the employee’s address here, including street, house number, box number, postal code, city, and country.
This address is important when Travel start location in the User section is set to Home address. In that case, AdminPulse uses this address as the starting point for travel. Otherwise, the address is mainly used for display and employee information export.
Date of birth: used in reporting and export, and as the basis for birthday notifications.
Gender: register the employee’s gender here. The possible values are Unknown, Male, Female and Non-binary. This information is saved on the employee file and included in the export.
ICE - Contact and ICE - Telephone: enter the name and phone number of the emergency contact person here (ICE = In Case of Emergency). This data is intended for HR and safety and does not affect how AdminPulse itself works.
Date of employment and Date of termination: these are the employee’s contractual start and end dates. They are mainly used for reporting and clarity and are separate from the system dates in AdminPulse.
Filled out on: this is the date on which the employee was entered in AdminPulse.
End date: this is the date on which the employee was deactivated in AdminPulse. This field is read-only. Together with Filled out on, this date determines whether an employee is considered active or inactive in filters and overviews.
Own company*: shows which own company the employee belongs to. This is relevant for filtering and reporting.
The Own company field is only shown in environments with multiple own companies.
Employee type: use this field to indicate whether the employee is, for example, an Internal employee, External employee, Self-employed, Intern, or Student. This is used for classification and filtering.
Caller ID: the Caller ID field is used in the connection between AdminPulse and a telephone system. For example, it can be used to identify an employee during incoming calls or when transferring calls.
Insurance policy number: you can store an insurance reference here. This field is saved and can be included in exports, but it has no further system impact.
Employee number: the employee’s internal reference number. This is mainly useful for HR and export.

User section of the employee record

In this section, you manage everything related to the user account, access rights, billing settings, and the employee’s daily work in AdminPulse.

Username: this is the email address the employee uses to log in to AdminPulse. A green check mark means the user has been confirmed.
E-mailaddress for placeholders and e-mail communication: this address is used for emails and placeholders. In many cases, this is the same as the username, but it does not have to be.
Role*: determines which rights the user has in AdminPulse, and therefore what they can see and do.
If you are viewing your own employee record, the Role field is read-only: you cannot change your own rights through this screen. For other employees, the role can be changed if you have sufficient rights.
Price profile*: here you link a price profile to the employee. If the profile has a star, it is the default profile. If you do not select a specific profile, the default profile is used.
Team(s): here you link the employee to one or more teams to determine which relations the user can see.
Internal cost (per hour): this is the employee’s internal hourly cost. This value is used as the internal cost on this employee’s registrations and affects internal cost calculations and reports. When you change it, that cost can also be applied to existing registrations within a certain period.
Intra-company cost (per hour): this is the unit price used for recharging between own companies.
Title: the employee’s job title. This field is used for display and possibly also in document placeholders.
Remaining overtime: shows the employee’s remaining overtime balance. This is informative and relevant for overtime management.
Remaining overtime is only shown when the employee has a time table. Without a time table, this field is not shown.
Temporary license: when the employee has a temporary license, you will see the start and end date here. After the end date, access may expire unless you extend or convert the license.
Tags: use tags to group employees or to find them more easily through filters and reports.
Language: determines in which language emails are sent to this user.
E-mail remark: here you can add a multilingual remark to the email data. This field mainly serves as extra context.
Travel start location: here you choose which address is used by default as the starting point for travel: Home address or Company address.
If you choose Home address, AdminPulse uses the address from the Identification section. If you choose Company address, the calculation starts from the address of the own company.
Default travel route: choose here between One way and Back and forth. This choice is used by default when calculating travel distances.
Workday start hour and Workday end hour: use these fields to set the employee’s normal working hours, for example from 09:00 to 17:00.
These fields are used for the time table, the number of hours per day, and the duration of a full workday. So they also affect overtime and capacity.
Comment: free internal note for the employee.

Important difference between system dates and contract dates

In AdminPulse, there is an important difference between these dates:

Filled out on and End date are system dates. They show when the employee was added in AdminPulse and when they were deactivated.
Date of employment and Date of termination on the employee record are the employee’s contractual dates.

👉 Only the system dates Filled out on and End date determine whether an employee is active in AdminPulse and can log in. The Date of employment and Date of termination are contractual dates and do not affect the ability to log in to AdminPulse.

Buttons at the bottom of the employee record

At the bottom of the employee record, you will find several action buttons to manage the employee or change additional settings:

Delete employee: deactivates the employee. The employee then gets an end date and can optionally be hidden. The history is kept.
Delete employee is not available on your own record, so you cannot deactivate yourself through this screen.
Restore employee: use this to make a previously deleted employee active again.
Create time table or Edit time table: use this to create a time table or edit an existing one. That time table is used to calculate overtime and hours per day.
Delete time table: deletes the employee’s time table. As a result, overtime can no longer be calculated correctly.
Overtime corrections: use this to adjust the employee’s overtime balance. This option is visible when the employee is active and has a time table.
Overtime corrections requires not only an active employee and a time table, but also the correct right for absences and counters. Without that right, you will not see the button.

Some buttons at the bottom depend on the employee’s situation. For example, you only see Restore employee for a deactivated employee, and Create time table only when no time table exists yet.

Where to change what: employee record versus My profile

In addition to the employee record, there is also the My profile screen ( > My profile at the top of AdminPulse).

The employee record is intended to fully manage an employee, provided you have the correct rights for that. It contains all identity and contract data, account and rights settings such as role, teams, and price profile, as well as actions such as managing the time table or deactivating an employee.
So if you want to manage other colleagues or full HR data, use the employee record.

My profile only shows the data and settings of the logged-in user. It is a more limited set of data, such as the email address for communication and placeholders, the email language, the address, travel preferences, and normal working hours.

In addition, My profile mainly contains personal account settings, such as your password, username, two-step verification, connections such as Admin-Connect, and notification settings.

Data that appears in both places, such as the address or workday hours, refers to the same underlying fields. When this data is changed through My profile, those changes are also visible on the employee record, under the correct section.

💡 Good to read

You manage employees in the Employees screen. Read more in this article: Overview: manage employees and assign roles

Related to