Manage 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 assigned positions. Employee fields, including the owning department, can use effective start dates so you can track changes over time.

Employee records do not define a standard pay amount. Base pay and compensation assumptions belong to the Position plan. Assigned cost uses the Position’s effective base pay assumption with active assignment FTE and does not use Employee custom values.

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Employee fields

If there are additional fields you’d like to track for employees, your organization administrator can add employee custom fields in Settings.

• Owning department: Select the department responsible for the employee record and enter the date when that department assignment begins. This department controls employee access even when the employee is unassigned or fills positions in other departments. Position assignments do not change the owning department automatically.

• Employee name: Enter the name of the employee. This value is required and does not need to be unique across your organization.

• Employee number: FTE Tree assigns each employee a unique employee number, such as EMP-0001. The number is used in imports, manager relationships, search, and reports. It remains attached to the saved employee record after deactivation and is never reused.

• External employee ID: This optional value matches the employee with an identifier in your human resources information system (HRIS), payroll service, or another source your organization uses. When used, each nonblank external employee ID must be unique across your organization. It belongs to the employee record and remains the same when you view different effective dates.

• Reports to: Enter the employee’s manager or other person they report to and the date when that reporting relationship begins. Add a new dated value when the relationship changes, or save a blank value on the date when the employee should no longer report to that person. To correct a mistake without changing when the relationship began, update the value at the same effective date. Earlier recorded versions remain in history; individual dated entries are not deleted. Employee reporting lines can contain up to 25 levels, counting a top-level employee as level 1. Choices that would place an employee or the reporting levels beneath them below level 25 are not offered.

• Positions: These are the positions the employee is assigned to. The employee may be assigned to more than one position at a time. Users with Manage employees can select Workforce, then Assignments to review assignments within their department access, or use the Positions tab on the employee record to add an approved position assignment and review current or historical assignments.

• Status: This value is required. Enter the date when the status starts. Use the historical baseline date when the first status should apply to all earlier reports. 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.

Deactivate employees

Use Deactivate employee when an employee should leave the active workforce in FTE Tree. This is a focused position-control action, not a complete HR departure process.

The form requires an effective date and an inactive employee status. It does not prefill the date. Enter the date the employee should stop filling assigned positions, choose the status that should begin on that date, then preview the impact before confirming. New organizations include Terminated as an inactive choice, and administrators can configure the choices used by your organization. The preview shows every current assignment that will end and every future assignment that will be cancelled.

When confirmed, FTE Tree marks the employee inactive from the selected date, makes the employee unavailable for new assignments, ends current assignments, and cancels future assignments before they begin. These effects always happen together. The cancelled assignments remain available in activity history and reports alongside past and ended assignments.

Changing an employee’s status by itself does not end position assignments. Use Deactivate employee when the employee should stop filling current or future positions. An inactive employee does not contribute to assigned cost. Position cost can still show the approved cost of the vacant position, but assigned cost remains zero until another active employee is assigned.

Assignment history keeps both how the assignment was created and how it ended.

If your organization has enabled action notes for employee deactivation, the page may also ask for a note, a reason, or both. These appear with the action in activity history.

Reactivate employees

Employee records are kept instead of deleted. Use Reactivate employee when a former employee should become available for new assignments again. Choose the effective date and the active employee status that should begin on that date.

Reactivation keeps the same employee number, details, reporting relationships, and activity history. It does not recreate assignments that ended or were cancelled during deactivation. Add a new assignment when the returning employee should fill a position.

Comments

The Comments tab on each employee record provides a place to have conversations about the employee. View employees lets you read existing comments. Manage employees lets you 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.

Authors with Manage employees can edit their active comments, and the Edited link opens complete saved versions separately from the employee’s activity history. Adding, replying to, editing, and redacting employee comments all require Manage employees for the employee’s department. For more details about comments, threaded replies, history, and mention notifications, see Collaboration, messages, and notifications.