Overview: manage employees and assign roles

Under Settings > Employees, you will find an overview of all employees in your organisation who have access to AdminPulse.

At the top of the screen, you can see how many licences are available and how many have already been assigned. Below that, you will find an overview of your employees, with useful details such as their price profile, role and licence status.

The Employees screen

The Employees screen (Settings > Employees) is the central place to view and manage employees in your organisation.

👉 Users with the standard roles Administrator and Full user have access to this screen.

Statistics at the top of the Employees screen

At the top of the Employees screen, you can immediately see how many licences are still available. New users use one licence.

• Employees: the total number of employees in the current filtered list.
• Total standard licences: the number of standard licences in your environment.
• Assigned: the number of licences that have already been assigned to employees.
• Available: the number of licences you can still assign.
• If you also use temporary licences, you will see separate totals, assigned licences and available licences for them as well.

At the top of the screen, you will also see two action buttons to add users to your organisation:

• + Add temporary employee: for employees who need temporary access, such as interns or freelancers.
• + Add employee: for new permanent employees.

Filters in the Employees screen

Use the filters at the top of the Employees screen to decide which employees are shown in the list below.

• Select employee: search by the employee's surname, first name, email address, phone number or mobile number.
• Employee type: filter by employee type, such as Internal employee, External employee, Self-employed, Intern, Student (or «no type»)
• All companies: filter by a specific own company.
• Tags (with): filter by one or more employee tags.
• Only active employees: choose which employees you want to see.
  • Only active employees: employees without an end date or with an end date in the future.
  • Only inactive employees: employees with an end date in the past.
  • All employees: both active and inactive employees.

💡 If you choose 'inactive' or 'all employees', you will see extra information in the table below, such as the Visible in the application column and the Show hidden in the application toggle.

• All roles: filter by user role.
• Show hidden in the application toggle: also show employees who are hidden in the application. This option is especially relevant when you are viewing inactive or all employees.

Want to go back to a neutral starting point? Click the Reset filters button.

Overview of employees

Below the filters, you will see a list of employees that matches the selected filter settings. Each row contains a few essential details about one employee, divided across different columns.

This overview includes the following columns, among others:

• Name: shows the employee's first name and surname. You can click the name to open the employee record.
• Telephone: shows the employee's phone number.
• E-mail: shows the email address the employee uses to log in.
• Date of birth: shows the employee's date of birth. 
• Price profile: shows which price profile is linked to the employee. This field can be edited directly in the row.
• Own company: shows which own company the employee belongs to.
• Teams: shows which teams the employee is part of and which relations are visible to that employee.
• Role: shows the employee's user role. That role determines which rights the employee has in AdminPulse.
• Employee type: shows the employee type, Internal employee, External employee, Self-employed, Intern or Student.
• Employee number: shows the employee's internal reference number.
• Internal cost (per hour): what an employee costs your firm per hour; used in the Client profitability report.
• Intra-company cost (per hour): the internal rate another Own company pays when your employee works for a client of that Own company.
• Starting date and End date: show when the employee was added and, if applicable, deactivated in AdminPulse. The end date also determines whether an employee is considered active or inactive in the filters.
• Date of employment and Date of termination: show the period of employment. These dates are separate from the starting date and end date in AdminPulse itself.
• Licence: shows whether an employee has a standard or temporary licence. An employee needs an assigned licence to be able to log in.
• Confirmed: shows whether the user has already confirmed their account.
• 2FA: shows whether two-factor authentication is enabled.
• Reset: use this to send a password reset email, provided you are not using SSO.
• Visible in the application: shows whether an employee is still visible in lists and selection screens within AdminPulse. You will only see this column when you choose «inactive» or «all» employees.
• Delete: use this to make an employee inactive or restore a previously deactivated employee.

Buttons above the employee list

• Change columns: choose which columns are or are not visible in the overview.
• Export: export data from the overview.
  • Export employees to Excel.
  • Export overtime corrections to Excel, with a choice of period.

Batch operations in the employee overview

Via Batch operations, you can update certain settings for multiple selected employees at once. This is useful when you want to apply the same change to several employees at the same time.

First filter the overview if needed, then select the employees you want to update. Next, click Batch operations above the list and choose the operation you want to use.

If you use the checkbox in the column header, you can select or deselect all visible employees in the list at once.

Batch operation: Update internal cost

Use this batch operation to update the internal cost for multiple selected employees at once.

1. Select the employees you want to update.
2. Click Batch operations and choose Update internal cost.
3. Choose whether you want to update the cost by percentage or by amount (a new amount or an amount to add).
4. Enter the value and, if needed, set the rounding method and the number of decimals.
5. If you also want to recalculate existing registrations using the new price, tick that option and choose the required date range.
6. Check the example and click OK to confirm.

Batch operation: Update intra company cost

Use this batch operation to update the intra company cost for multiple selected employees at once.

1. Select the employees you want to update.
2. Click Batch operations and choose Update intra company cost.
3. Choose whether you want to update the cost by percentage or by amount (a new amount or an amount to add).
4. Enter the value and, if needed, set the rounding method and the number of decimals.
5. Check the example and click OK to confirm.

👉 This batch operation is only visible if the intra company billing functionality is available in your environment.

Batch operation: Update price profile

Use this batch operation to assign a different price profile to multiple selected employees at once.

1. Select the employees you want to update.
2. Click Batch operations and choose Update price profile.
3. Select the price profile you want to assign.
4. Click OK to save the change.

Batch operation: Add / remove tags

Use this batch operation to add or remove tags for multiple selected employees at once.

1. Select the employees you want to update.
2. Click Batch operations and choose Add / remove tags.
3. First choose the action: Add tags or Remove tags.
4. Then select the tags you want to add or remove.
5. Click OK to save the change.

Adding an employee

Do you still have an available licence? Then you can add a new employee via + Add employee at the top of the Employees screen (Settings > Employees).
Fill in the employee's details and then confirm with Add.

The email address you enter also becomes the username the employee uses to log in to AdminPulse. After the employee is added, they will automatically receive an email with a link to set a password.

💡 When you add an employee, a licence is assigned immediately. So make sure to check in advance whether you still have enough licences available.

Viewing and editing an employee's details

Do you want to view or edit an employee record? Then open it by clicking the employee's name in the Employees screen.

In the employee record, you will find all the employee's details. There, you can edit personal details, role, teams, the price profile and other settings, among other things.

💡 More information about the employee record and the available fields can be found in this article: Overview: data and settings on the employee file

Deleting an employee

Is an employee leaving the company? Then you can deactivate that employee in AdminPulse.

When you delete an employee:

• existing registrations are kept and remain visible in the registration screen;
• the assigned licence becomes available again, so you can use it for another employee. You can also choose to reduce the number of licences in the licence management screen (Settings > License management);
• you can reactivate the employee later if needed.

How do you delete an employee?

You can delete an employee in two ways:

• in the employee overview via the bin icon at the end of the employee's row;
• or via the employee record, by clicking Delete employee at the bottom.

As soon as you delete the employee, AdminPulse automatically fills in an end date.

Make a deleted employee visible or hidden

When deleting an employee, you also choose whether that employee remains visible in filters in different screens and in relation records.

It is often useful to keep a deleted employee visible for a while. This allows you to continue filtering by that employee in different screens and, for example, first transfer relations, tasks or other linked data to another employee.

Have you transferred everything? Then you can also hide the employee in the application afterwards.

👉 If an employee is still set as Assistant, Assistant associate or Assistant responsible,... in a relation file and you make that employee invisible in the application, that link is removed from the relation file.

💡 Do you want to reactivate a deleted employee later? Then you can make them visible again via the Show hidden in the application toggle and restore them from the employee overview.

Employee roles and access rights

You can assign a user role to employees. That role determines which parts of AdminPulse an employee can access.

Which standard roles are available?

AdminPulse has the following standard roles:

• Administrator
• Full user
• Invoice user
• Relation user
• Registration only

💡 Invoice user was previously called Standard user. This role can edit invoice proposals, but cannot number invoices.

Which rights does each standard role have?

Each standard role gives access to different parts of AdminPulse. In the table below, you can see which parts each role has access to.

The symbols in the table mean the following:

• Manage (X): the employee can view and manage this item (read and write access)
• View (O): the employee can only view this item (read access)
• Asterisk (*): the employee only has access to their own data (read and write access)
• Blank: the employee has no access

		Administrator	Full user	Invoice user	Relation user	Registration only
Relation files	Relations	X	X	X	X	O
	Own interactions	X	X	X	X	X
	Interactions of other employees	X	X	X	X	O
Registration	Price list	X	X	O
	Own registrations	X	X	X	X	X
	Registrations of other employees	X	X	O
Invoice	Invoices	X	X	O
	Invoice proposals	X	X	X
	Open registration	X	X	O
	Intra-company billing	X	X
	Transactions	X	X
	New invoice from scratch	X	X	X
	New credit note from scratch	X	X	X
Task	Taskboard	X	X	X	X	X
	Task overview	X	X	X	X	X
	Task list	X	X	X	X	X
Documents	Documents overview	X	X	X	X
HRM	Hours registered by employee	X	X	X	X*	X*
	Absence per employee	O	O	O	O*	O*
	Absence counters	X
	Absences calendar	X	X	X*	O	O
Reports	Registration per relation	O	O	O	O*	O*
	Registration per user	O	O	O	O*	O*
	Registration per price list item	O	O	O	O*	O*
	Registration per task list template	O	O	O	O*	O*
	Customer rentability	O	O
	Checklist invoicing	O	O	O
Account	Own company	X	O	O
	Settings	X	O	O
	Licences and employees	X	O

Important for roles without access to invoicing

👉 Employees with the roles Registration only and Relation user do not have access to invoicing. Because of that, they also cannot see financial information elsewhere in AdminPulse, such as invoicing graphs on the personal dashboard and amounts in registrations.

💡 Do you still want to give employees without invoicing access access to invoices in the Documents overview? You can do this via General Settings > Documents > All users can see invoices in document screen.