Overview: data and settings on the employee record

In the Employees screen (Settings > Employees), click an employee’s name to open their employee record.

The employee record allows you to view and manage all data for one employee in AdminPulse. It contains personal and administrative data, as well as settings that determine how the employee works in AdminPulse.

This article provides an overview of the data, settings and action buttons available on the employee record.

Structure of the employee record

The employee record contains the employee’s data in AdminPulse. Depending on your rights, you can view and edit this data.

The employee record consists of two main sections:

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

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

💡 To edit most data on the employee record, click the field and change its value. Depending on the field type, the changes are then saved automatically.

💡 Fields marked with an * are required.

Identification section of the employee record

This section contains the employee’s personal data and some administrative and contractual data.

• Last name and First name*: enter the employee’s full name. This data is used to identify the employee and also appears in overviews and search results.
• Initials: enter the employee’s initials.
• Telephone and Mobile: enter the employee’s work telephone number and mobile number. This data appears in overviews, can be included in exports and is used when searching.
• Personal email: the employee’s personal email address. It is separate from the email address the employee uses to sign in. The employee signs in with the Username shown in the User section.
• Address: enter the employee’s address, including the 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. AdminPulse then uses this address as the starting point for travel. Otherwise, the address is mainly used for display and export.
• Date of birth: used in reporting and exports and as the basis for birthday notifications.
• Gender: enter the employee’s gender. The available values are Unknown, Male, Female and Non-binary. This data is stored on the employee record and included in the employee information export.
• ICE - Contact and ICE - Telephone: enter the name and telephone number of the employee’s emergency contact (ICE = In Case of Emergency). This data is intended for HR and safety and does not affect how AdminPulse works.
• Date of employment and Date of termination: the employee’s contractual start and end dates. These dates are mainly used for reporting and are separate from the system dates in AdminPulse.
• Filled out on: the date on which the employee was added to AdminPulse.
• End date: the date on which the employee was deactivated in AdminPulse. This field is read-only. Together with Filled out on, it determines whether the employee is considered active or inactive in filters and overviews.
• Own company*: shows which own company the employee belongs to. This information is used 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 person, intern or student. This information is used for classification and filtering.
• Caller ID: this field is used when AdminPulse is connected to a telephone system. It can, for example, identify an employee during an incoming call or when transferring a call.
• Insurance policy number: enter an insurance reference here. This field can be included in exports but does not otherwise affect how AdminPulse works.
• Employee number: the employee’s internal reference number. It is mainly useful for HR and exports.

User section of the employee record

This section contains everything related to the user account, access rights, billing settings and the employee’s daily work in AdminPulse.

• Username: the email address the employee uses to sign in to AdminPulse. A green check mark means that the user account has been confirmed.
• E-mailaddress for placeholders and e-mail communication: this address is used for emails and placeholders. It is often the same as the username, but it does not have to be.
• Role*: determines the user’s rights in AdminPulse and therefore what the user can see and do.
  If you are viewing your own employee record, the Role field is read-only. You cannot change your own rights from this screen. You can change another employee’s role if you have the required rights.
• Login method: determines how the employee signs in. This field is only available when your organization uses single sign-on. For more information, see Set an employee’s login method.
• Two factor authentication (2FA): shows whether the employee has enabled two-factor authentication in AdminPulse. This field is shown when your organization does not use single sign-on.
• Price profile*: assign a price profile to the employee. A star indicates the default profile. If you do not select a specific profile, the default profile is used.
• Team(s): assign the employee to one or more teams to determine which relations the user can view.
• Internal cost (per hour): the employee’s internal hourly cost. This value is used as the internal cost on the employee’s registrations and affects internal cost calculations and reports. When you change this value, you can also apply it to existing registrations within a selected period.
• Intra-company cost (per hour): the unit price used for recharging costs between own companies.
• Title: the employee’s job title. This field is used for display and may also be used in document placeholders.
• Remaining overtime: shows the employee’s remaining overtime balance. This information is useful when managing overtime.
  Remaining overtime is only shown when the employee has a time table. Without a time table, this field is not shown.
• Temporary license: if the employee has a temporary license, the start and end dates are shown here. Access may expire after the end date unless you extend or convert the license.
• Tags: use tags to group employees or find them more easily using filters and reports.
• Language: determines the language in which emails are sent to this user.
• E-mail remark: add a multilingual remark to the email data. This field is mainly used to provide additional context.
• Travel start location: choose the address used by default as the starting point for travel: Home address or Company address.
  If you choose Home address, AdminPulse uses the address shown in the Identification section. If you choose Company address, the calculation starts from the own company’s address.
• Default travel route: choose between One way and Back and forth. This option is used by default when calculating travel distances.
• Workday start hour and Workday end hour: set the employee’s usual 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 length of a full workday. They therefore also affect overtime and capacity.
• Comment: a free internal note about the employee.

Set an employee’s login method

If your organization uses single sign-on, the Login method field appears on the employee record. You can choose between two options:

• SSO: the employee signs in using your organization’s sign-in method.
• Username/password: the employee signs in with their email address and password, plus two-factor authentication if it is enabled.

You also choose the login method when creating a new employee. To change the login method of an existing employee, you need the Users – Update right.

💡 To exclude several employees from single sign-on at the same time, go to Settings > General settings > Security. Next to Login method, click Configure and select the employees in the Users excluded from single sign-on list.

Difference between system dates and contractual dates

The system dates and contractual dates on an employee record have different purposes:

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

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

Buttons at the bottom of the employee record

At the bottom of the employee record, you will find action buttons for managing the employee or changing additional settings:

• Delete employee: deactivates the employee. An end date is added, and the employee can optionally be hidden. Their history is preserved.
  This button is not available on your own employee record, so you cannot deactivate yourself from this screen.
• Restore employee: reactivates an employee who was previously deleted.
• Create time table or Edit time table: creates a time table or edits an existing one. AdminPulse uses the time table to calculate hours per day and overtime.
• Delete time table: deletes the employee’s time table. Overtime can then no longer be calculated correctly.
• Overtime corrections: adjusts the employee’s overtime balance. This button is visible when the employee is active, has a time table and you have the required right for absences and counters.
• Reset two factor authentication: disables the employee’s two-factor authentication. This button only appears under certain conditions. For more information, see Reset an employee’s two-factor authentication.

The buttons shown depend on your rights and the employee’s situation. For example, Restore employee only appears for a deactivated employee, while Create time table only appears if no time table exists yet.

Reset an employee’s two-factor authentication

If an employee no longer has access to their authenticator app, click Reset two factor authentication at the bottom of their employee record. AdminPulse disables two-factor authentication and emails the employee about the reset. The employee can then set up two-factor authentication again.

The Reset two factor authentication button is only shown when all of the following conditions are met:

• The employee has enabled two-factor authentication in AdminPulse.
• You have the Users – Update and Settings – Update permissions.
• You are viewing another employee’s profile. You cannot reset two-factor authentication for your own account from this screen.

👉 Does the employee also have an active license in another AdminPulse environment? The button remains visible, but you cannot reset two-factor authentication. AdminPulse then displays a message.

Where to edit data: employee record or My profile?

AdminPulse also includes the My profile screen. Open it from > My profile at the top of AdminPulse.

The employee record is used to manage all data for an employee, provided you have the required rights. It contains identification and contractual data, account and rights settings such as the role, teams and price profile, and actions for managing the time table or deactivating the employee.

My profile only shows the data and settings of the signed-in user. It contains a smaller set of data, such as the email address used for placeholders and communication, the email language, the address, travel preferences and usual working hours.

My profile also contains personal account settings, such as your password, username, two-factor authentication, connections such as Admin-Connect and notification settings.

👉 Do you sign in through SSO (Single Sign-On)? Your organization then manages your password, username and two-factor authentication centrally. As a result, you will not see the Change password, Change username or Enable/disable two factor authentication buttons.

Data shown in both places, such as the address or workday hours, refers to the same underlying fields. When you update this data from My profile, the changes also appear in the relevant section of the employee record.

💡 Good to read

• You manage employees from the Employees screen. For more information, see Overview: manage employees and assign roles.
• Use Overtime corrections to manually adjust an employee’s calculated overtime balance. For more information, see Manage overtime corrections.
• For more information about the My profile page, see Overview: settings and options in My profile.
• If an employee who signs in with a username and password can no longer sign in and needs a new password, see FAQ - How do I send a password reset email to an employee?.
• To change the email address you use to sign in to AdminPulse, see FAQ - How do I change my username in AdminPulse?.