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People & Culture (HR admin)

Who this is for: People & Culture staff who manage employees, invitations, and app access. Time: ~10 minutes. You'll need: the People & Culture module (the 👥 icon in the left nav).

P&C is where a person's whole lifecycle lives: adding them, inviting them to the app, granting module access, mapping them to Time Doctor, and offboarding.

1. The employee roster

Open People & Culture → Employees.

Employees list: search + Department + Active filters, and a table of code, name, email, role, department, status, and employment type.

  • Search by name or email; filter by Department and status (Active / others).
  • Top-right actions: Manage Roles, Invite Employee, Add Employee.

Add Employee creates the full employee record — personal details, assignment, and compensation:

Add Employee form: full name, email, country, contact, dates, employment type, referral, and Discord/Telegram, followed by Employee Assignment.

Invite Employee sends the app-signup invitation. Toggle New employee vs Existing employee at the top — the existing-employee variant just gathers sign-in details for someone already on the roster:

Invite Employee form: New/Existing tabs, Employee Information (email, date hired, employment type, referral) and Assignment (department, job title, pay type, rate).

Manage Roles opens the org-wide job-role list with the headcount per role. Roles no one holds can be deleted.

Roles page: each job role with its employee count.

Every path — Add Employee, Invite to app, standalone invitation — creates an EmployeeInvitation. The employee always picks their own username and password on the public form. HR never sets a username.

2. The employee detail page & its actions

Click any employee row to open their detail page — the single place to view and change everything about that person. The header shows their name, employee code, an Active / Offboarded badge, and their current role.

Employee detail page: header with Active badge, Employee Information card (with Edit), and the Payment Information card (Banking + Crypto, each with Edit).

The page is organised into cards, each with its own edit controls:

Employee Information

Personal details: full name, email, country, contact number, date hired, date of birth, employment type, and the Leave submission / Hours-per-week the department implies. Click Edit to change them inline, then Save.

  • Offboard here. The Edit form has a Last working day field. Leaving it blank keeps the person active; setting a date offboards them — it prorates their final cutoff and revokes their app access (sessions are killed). This is the offboarding switch.

Current Assignment

Department, role, rate, and employee code — each editable in place:

  • Reassign (Department) — move the person to another team. A mid-cutoff transfer re-routes their pending time-adjustment and leave approvals to the new team's manager.
  • Change (Role) — swap their job role.
  • Adjust (Rate) — change pay type / rate.
  • Assignment History — expand to see every past department and role, with an Undo last reassignment action when a recent move can still be reverted.

Lower half of the detail page: Current Assignment (Reassign / Change / Adjust + Assignment History), the Time Tracker mapping dropdown, and the Access card with module checkboxes, Send password reset, and Save access.

Payment Information

Banking Information (payment method, bank, account details, currency) and Crypto Information (network + wallet address, with a wallet screenshot upload once wallet info is saved) — each with its own Edit. This is the payout data payroll snapshots each run.

Time Tracker

A Map a Time Doctor user dropdown right on the record — map or clear the TD user here without going to the separate Time-tracker page. Once mapped, hours pull into payroll automatically.

Access

The person's app-account controls:

  • If they have no app account yet, this card shows Invite to app (you can pre-tick the modules to grant on acceptance).
  • If they have an account, it shows their username, the module checkboxes (tick what they can see, then Save access), and Send password reset — which emails them a reset link (use it if an account may be compromised; they must set a new password before signing in again).

3. Invitations: create, reinvite, revoke

Open People & Culture → Invitations.

Invitations table: email, department, job title, access, status (Used / Pending / Expired), expiry, and actions.

Each invitation shows a Status:

  • Pending — sent, not yet accepted, still valid.
  • Expired — the 48-hour window lapsed. Use Reinvite for a fresh link.
  • Used — the person accepted and now has an app account.

Row actions:

  • Copy Link — grab the invite link to send manually.
  • Reinvite — issues a new token and resets the 48-hour expiry.
  • Revoke — ⚠️ hard-deletes the invitation, freeing that email/employee to be invited again. A Used invitation can't be revoked. Revoke asks you to confirm — the link stops working immediately.

Revoke invitation confirmation dialog.

4. Module access

Open People & Culture → Access. This controls which modules each person can open in the app. (You can also set a single person's modules right on their detail page — this page is the bulk/roster view of the same thing.)

Module access: search + department + invite-status filters, and per-employee module access with an Invite action.

  • An employee needs an app account first. Until they accept an invite, their row reads "No app account — invite first" with an Invite button.
  • Filter by Department and invite status to work through a group. The Already invited filter shows only people with a pending/expired invite:

Access filtered to "Already invited" — only employees with an unaccepted invitation.

  • Once someone has an account, click Edit on their row to open the module picker — tick the modules they should see (P&C, Finance, a management.<team> grant, Models, etc.) and Save access.

Module access dialog: checkboxes for every module, with Save access.

5. Time Doctor mapping

Open People & Culture → Time tracker.

Time Doctor mapping: one row per employee with a "Map a Time Doctor user" dropdown.

  • Map each employee to their Time Doctor user — open the row's dropdown and search by name or email.
  • Once mapped, hours pulled from Time Doctor fill that employee's payroll record automatically on the next pull.
  • Filter by department or status to find unmapped or offboarded people.

6. Transfers, offboarding & approvals (quick notes)

  • Department transfer mid-cutoff re-routes that person's pending time-adjustment and leave approvals to the new team's manager. Do it via Reassign on the detail page.
  • Offboarding — set the Last working day in the detail page's Employee Information Edit form (see §2). The person still gets a prorated final pay, and their sessions are revoked.
  • Referral bonuses and profile-change requests flow to P&C for approval. Employee-submitted changes to personal / banking / crypto details land in People & Culture → Profile changes for review.

Profile change requests queue (empty state shown).

Troubleshooting

Problem What to do
Can't set someone's modules They have no app account yet → Invite them first
Invite email bounced / wrong address Revoke the invitation (frees the email), then re-invite the correct one
Person says their link expired Reinvite — it resets the 48-hour timer
Hours not showing on payroll Check the employee is mapped to a Time Doctor user
Accidentally revoked an invite Just Invite again — revoke only deletes the pending invite, not the person