Overview: manage employees and assign roles

Under Settings > Employees, you will find an overview of all employees in your organisation, including active and inactive employees.

In this article, you will learn how to view, add, edit, delete and reactivate employees, and which access rights each standard role provides.

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. Each new user needs a 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 counts for the total, assigned and available temporary licences.

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 or Student. You can also filter for employees with 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 Only inactive employees or All employees, the Show hidden in the application toggle also appears among the filters, and the list shows the Visible in the application column.

• All roles: filter by user role.
• Show hidden in the application toggle: also show employees who are hidden in the application. While this toggle is off, hidden employees do not appear in the list, even with Only inactive employees, and you cannot find them via Select employee.

To reset the filters, click Reset filters.

Overview of employees

Below the filters, the list shows employees who match your filter settings. Each row contains the main details about one employee, organised into 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. AdminPulse uses this amount 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 must have an assigned licence to log in.
• Login method: how the employee signs in. This column shows the sign-in method used by your organisation, such as Microsoft Entra ID. For an employee excluded from single sign-on, it shows No SSO. 👉 This column is only available if your organisation uses single sign-on.
• 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 with the Only inactive employees or All employees filter. Click the eye icon to hide an inactive employee or make them visible again.
• Delete: use the bin icon to delete an active employee. For an inactive employee, this column shows the curved arrow icon (Restore employee), which you use to reactivate that employee.

Buttons above the employee list

• Change columns: choose which columns to display in the overview.
• Export: export data from the overview.
  • Export employees to Excel.
  • Export overtime corrections to Excel for a period of your choice.

Batch operations in the employee overview

Use Batch operations to 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.

Use the checkbox in the column header to 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 internal cost, 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 intra-company billing 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

If you have an available licence, you can add a new employee using + Add employee at the top of the Employees screen (Settings > Employees).
Enter the employee's details, then click 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. Check beforehand that you have enough licences available.

💡 Has this person worked at your firm before? Reactivate their existing account instead of adding them again. See Reactivating a deleted employee.

Viewing and editing an employee's details

To view or edit an employee record, click the employee's name in the Employees screen.

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

💡 For details about the employee record and its available fields, see: 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. In AdminPulse, this is called deleting an employee: the employee becomes inactive, but their data is kept.

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);
• the employee can no longer log in to AdminPulse;
• AdminPulse removes the employee from all teams;
• the employee's personal connections with Office 365, SharePoint and Penneo are removed;
• you can reactivate the employee later if needed. See Reactivating a deleted employee.

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 yesterday's date as the end date, so the employee is inactive straight away.

Show or hide a deleted employee

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

You do this in the confirmation window, using the Continue to show this employee in the application (overview screens, selection lists, ...) toggle. This toggle is on by default. If you switch it off, the employee is hidden in the application immediately.

It is often useful to keep a deleted employee visible temporarily. This lets you filter by that employee on different screens while you transfer their relations, tasks or other linked data to another employee.

Once you have transferred everything, you can hide the employee in the application. To do so, choose Only inactive employees and click the employee's eye icon in the Visible in the application column.

👉 If you hide a deleted employee using the eye icon while they are still linked to a relation file, for example as Assistant, Assistant associate or Assistant responsible, AdminPulse removes that link. Making the employee visible again or restoring them does not restore the link.

Reactivating a deleted employee

Is a former employee returning to your firm, or was an account deactivated automatically because someone had not logged in for a long time? Then you can reactivate that employee. In AdminPulse, this is called restoring an employee.

Restore the existing employee instead of adding them again. AdminPulse reactivates their account, with the same username and the same history.

Why can't you see a deleted employee in the list?

A deleted employee is inactive. By default, the Employees screen only shows active employees. To find a deleted employee, use the Only inactive employees or All employees filter.

A deleted employee can also be hidden in the application. This is the case if:

• you switched off the Continue to show this employee in the application (overview screens, selection lists, ...) toggle when deleting the employee;
• you hid the employee afterwards using the eye icon in the Visible in the application column;
• AdminPulse deactivated the account automatically after more than 120 days without a login.

👉 A hidden employee only appears once you switch on the Show hidden in the application toggle. As long as that toggle is off, you won't find the employee with the Only inactive employees filter or via Select employee.

How do you restore a deleted employee?

To restore an employee:

1. Go to Settings > Employees.
2. Change the Only active employees filter to Only inactive employees.
3. Switch on the Show hidden in the application toggle. This also shows the hidden employees.
4. Find the employee in the list or via Select employee.
5. At the end of the employee's row, click the curved arrow icon (Restore employee). You can also open the employee record and click Restore employee at the bottom.
6. Choose one of the following options under License type, then click Add:
   • Available standard license: AdminPulse uses an unassigned licence you have already paid for;
   • New standard license: AdminPulse adds an extra licence to your subscription. The window shows the price and the new total number of licences;
   • Available temporary license: you choose a temporary licence that is not yet assigned to anyone;
   • New temporary license: you choose a period of 1 to 6 months, starting today at the earliest. This is a one-off cost. The window shows the price.

💡 If you still have an available standard licence, choose Available standard license, so you don't pay for an extra licence.

What changes when you restore an employee?

After you restore an employee:

• the employee is active and visible in the application again;
• the employee can log in to AdminPulse again, with the same username as before. AdminPulse does not send an email about this, so let the employee know yourself;
• the employee has the same role as before the deletion;
• the employee's teams are not automatically restored. Reassign the teams you had assigned manually in the Team(s) field of the employee record. Do you use own company teams? AdminPulse assigns those teams again automatically;
• the employee needs to set up their personal connections with Office 365, SharePoint and Penneo again.

💡 If you restore an employee with a temporary licence, the end date of that licence also becomes the employee's end date. After that date, the employee becomes inactive again. If the temporary licence starts later, the employee can only log in from its start date.

What if AdminPulse says the employee already exists?

Are you trying to add a former employee again via + Add employee, with the same email address as before? Then you get this message:

"There is already a (former) employee with this username. Use the filter on ex-employees if you want to reactivate this user."

A username can only exist once in your firm. So don't add the employee again, but restore the existing employee. See How do you restore a deleted employee?

💡 Can't see the employee with the Only inactive employees filter? Then also switch on the Show hidden in the application toggle.

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. Employees with 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)
• View all + manage own data (O / X*): the employee can view the data of all employees, but can only add or edit data for themselves
• 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
	Budget (hours)	X	X	X	O	O
	Budget (amount)	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	X
	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
	Task schedules	X	X	X	X
	To-do's	X	X	X	X	X
	Task templates	X	O	O	O	O
Documents	Documents overview	X	X	X	X
HRM	Hours registered by employee	X	X	O / X*	X*	X*
	Absence per employee	X	X	O / X*	X*	X*
	Absence counters	X
	Absences calendar	X	X	O / X*	X*	X*
	Trainings management	X	X
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
	Document templates	X	O	O
	Email and interaction templates	X	O	O
	Invoice templates	X	O	O
	Tags	X	X	O	O	O
	Teams	X
	Employee internal cost	X	O
	Licences and employees	X	O

What can employees without invoicing access see?

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

💡 Want employees without invoicing access to be able to view invoices in the Documents overview? You can do this via General Settings > Documents > All users can see invoices in document screen.