Employees
Overview
FTE Tree helps you manage positions, and employee records show who currently fills those positions. Employee records let you maintain basic employee information and compare it with the positions an employee is assigned to. Employee details can use effective start dates, so you can track changes over time.
Access needed
| Activity | Access needed |
|---|---|
| View employees | View employees |
| Create, update, offboard, or delete employees | Create employees, Update employees, Offboard employees, or Delete employees |
| View sensitive employee details | View sensitive employee data |
| Access setup | See Permissions and roles. |
Employee details
If there are additional details you'd like to track for your employees, your organization administrator can add employee custom details in settings.
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Employee name: Enter the name of the employee. This value is required and does not need to be unique across your organization.
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Employee number: FTE Tree assigns each employee an employee number, such as
EMP-0001, that is unique within your organization. This display reference is used for imports, manager hierarchy references, search, and reporting. FTE Tree stores the underlying integer sequence number, so the prefix, hyphen, and leading zeros are display formatting. Employee numbers are not reused after an employee is deleted. -
External employee ID: This optional value identifies the employee in your HRIS or another external system when your organization enables external employee IDs. When used, nonblank external employee IDs must be unique across your organization.
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Positions: These are the positions the employee is assigned to. The employee may be assigned to more than one position at a time. Staffing users with assignment-management access can use Manage > Assignments for standalone assignment administration, or use the Positions tab on the employee record to add an approved position assignment and review current or historical assignments.
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Linked user account: Select the FTE Tree user account that represents this employee when the employee needs to receive manager approval tasks. FTE Tree starts with the requested position's reporting line, finds the employee assigned to the manager position, and sends the approval task to that manager employee's linked user account. Only active, unlinked user accounts in your organization are available to select. Changing or removing the linked user account is recorded in Activity history.
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Status: This value is required. It can optionally have an effective start date, or be left blank to indicate the value has always been active. The default value of 'Active' is required and helps determine whether an employee counts as actively assigned to a position. Additional options can be added through the employee status values for your organization. Each status value controls whether employees with that status count as active.
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Base wage rate: Enter the employee's base wage rate. You can optionally provide an effective start date, or leave it blank to indicate the value has always been active. This value is used for assigned cost when the employee has an active position assignment and to show the range penetration of the pay grade where appropriate. If an active assignment exists but the employee does not have a base wage rate, FTE Tree can use the position's wage rate. If the position wage is also blank and job-code defaults are allowed, assigned cost can fall back to a direct or inherited job-code default wage. See Position cost math and examples for the full wage-source priority.
Offboarding employees
Offboarding is an HR operations workflow for employees who leave the organization or should no longer fill approved Operating Budget positions. It is separate from ordinary department management and requires the Offboard employees permission.
The offboarding form requires an effective date and does not prefill one. Enter the date the employee should stop filling assigned positions, then preview the impact before confirming. The preview shows current assignments that will end and future assignments that will be cleared.
When confirmed, FTE Tree creates an inactive employee status value at the selected effective date, can mark the employee unavailable for future assignments, closes current assignment rows, and removes future assignment rows for that employee. Historical assignment rows are retained, so past assignments remain available for Activity history and reporting.
Changing an employee's status by itself does not end position assignments. Use Offboarding when the employee should stop filling current or future positions, because offboarding is the workflow that closes or clears those assignment rows. If an employee is inactive but a historical assignment still points to them, assigned cost does not count that employee as active. Position cost can still show the approved cost of an active vacant position, but assigned cost is zero until another active employee assignment exists.
Assignment history keeps both how the assignment was created and how it ended.
If your organization has enabled audit notes for employee offboarding, the form may also show a note entry, a note choice, or both. These notes are stored with the employee offboarding Activity history entry.
Comments
The Comments tab on each employee detail page provides a place to have conversations about the employee record. You can create comments, reply to existing conversations with threaded replies, and mention other users in your organization who can view that employee. Eligible mentioned users receive a notification in FTE Tree, and email depends on their preferences, organization email policy, and whether they still have access when the email is sent.
Commenting on employees requires the View employees permission. For more details about how comments, threaded replies, and mention notifications work, see Collaboration, messages, and notifications.