Manage employees

Create an employee record for a person you want to assign to a position. Keep that person’s name, department, status, and dates up to date. Their assignments show where they work, while a separate sign-in account controls whether they can sign in.

Before you begin

You need the View employees permission for the employee’s department to review a record and the Manage employees permission to create, change, deactivate, or reactivate one. Expected employee cost requires its own separate permission.

Create an employee

Create one employee record for one person. Search first by name, employee number, and your organization’s employee ID when it is used so you do not create a duplicate for someone who already exists or is inactive.

1. Open Workforce, then People, using your organization’s employee label.
2. Enter the employee’s name, department, and other required details.
3. Complete required fields and the effective date.
4. Review the employee information before saving.
5. Save, then create an assignment when the employee fills a position.

The employee’s department determines which department is responsible for the employee record and who can access it. The assigned position can belong to another department only when your organization permits the relationship and your access covers the required records.

Keep employee, assignment, and account separate

An employee does not need a user account to be assigned to a position. Giving someone a user account does not create an employee or assignment.

When More positions appears beside an employee, use it to review the positions you can view for the selected date. Open a position number to review its staffing and assignments.

Do not put sign-in details or protected compensation in a general employee field.

Change or deactivate an employee

To change employee labels, open the employee terminology settings from Settings and review the singular and plural labels together. Save the intended wording, then check Workforce navigation, an employee form, and a report. Terminology changes the labels throughout the organization; it does not create a new employee type or change the record’s number. Use employee settings separately for number display and external-ID policy.

Choose the employee’s department and effective date before selecting a job classification. Only codes available to that department on that date are offered, within your employee-management access. A code used in the employee’s earlier history does not make it eligible for a transfer or a new dated selection. See Job classifications.

When changing the department, use Replacement job classification if the current code is not valid for the destination on that date. Both values save together. Leave the replacement blank when the current code remains valid.

To change employee details, open Details, choose the field, and enter the date the new information begins. Use a correction only when the earlier entry was wrong.

Use Deactivate when the employee should no longer be active. Before confirming, read the preview:

• Assignments already underway end on the effective date.
• Assignments scheduled to start on or after that date are canceled.
• The employee record and affected assignments remain in history.

Deactivating an employee does not remove their sign-in access. Manage that separately in organization users.

If the employee or assignments change after you open the preview, FTE Tree shows an updated preview instead of completing the action. Review the new information before confirming again.

Example: employee leaves the organization

An employee’s final active day is June 30.

1. Open Deactivate and enter July 1 as the effective date.
2. Preview the current assignments that will end and scheduled assignments that will be canceled.
3. Confirm the deactivation.
4. Review the retained assignment history and position staffing on July 1.

Correct an assignment separately only when its recorded dates or relationship were already wrong. Do not erase assignment history when the employee leaves.

Reactivate an employee only when the same person returns and your organization intends to continue using the same employee record. Create a new employee record only when the organization treats the person as a separate employee record.

When you create an employee, complete every required field for the selected effective date. FTE Tree records the new employee as available and requires the employee name, the department the employee belongs to, employee status when your organization requires it, and any other fields your organization has made required. The page does not create a partial employee when a required value is missing.

Review employee activity

Use effective dates to understand when employee information and assignments applied. Use activity history to confirm who recorded a change and when. Review the related assignment when a staffing relationship changed.

Activity can show that someone changed a field on Tuesday, while the effective date shows that the new value applies beginning next month. Use both dates when investigating a report difference.

Configure employee identifiers

FTE Tree assigns each employee its own employee number, such as EMP-0002. This number identifies the FTE Tree record and is not reused. Your district, payroll system, or HRIS may issue a separate employee ID for the same person. Use the external employee ID only when you need that second identifier to match records between systems.

Employee settings control whether that separate ID is used. Choose Not used to show only the FTE Tree employee number, Optional to allow a blank external ID, or Required to require it when FTE Tree manages the value. When enabled, the external ID appears with the other choices under Details, but it does not have an effective date.

Choose FTE Tree when authorized users and reviewed imports maintain the employee ID. A human resources connection is offered only when it supports maintaining employee IDs. When the connection manages the ID, you cannot edit it in FTE Tree. Correct a missing or incorrect ID in the connected system. Correct an external identifier only after confirming the employee, and do not reuse an identifier from a different person. An ID remains reserved to that employee after it is changed or cleared. You can restore that employee’s earlier ID, but another employee cannot use it.

For an employee Create import, FTE Tree can assign the employee number when that cell is blank. For an Update import, use the existing employee number or, when enabled, the exact external employee ID. Assignment imports can use either value in Employee identifier. If a row supplies identifiers that belong to different employees, validation stops the file before any rows are applied.

An employee Create import must include every required employee column and a value in each required field. A blank required value, including employee status when your organization requires it, stops validation before any employees are created. After apply, each new employee is available from the row’s effective date and has the submitted required values on that same date.

Compensation remains separate

Open Compensation to maintain an employee’s protected compensation record. Do not place compensation in a general employee field or position field.

An employee-level compensation record can support several assignments, while an assignment-specific record can supply an exception. See Manage employee pay before entering an amount.

Check an employee change

1. Select a date before the change and confirm the earlier employee information.
2. Select the effective date and confirm the later information.
3. Review active and future assignments.
4. Review position staffing for affected assignments.
5. Open Activity history and confirm the change reason is understandable.

Form choices

Use this reference to choose form values. Available choices depend on the task, selected date, and your access.

Employee status

Your organization defines status names. Whether a status counts as active determines the employee’s active status on the selected date.

An inactive employee status excludes the employee from expected employee cost results. A status label is not a user-account permission. Use the deactivation workflow when employment ends so you can review active and future assignments; changing access to a user account is a separate task.

Optional practice: add Avery’s employee record

For exercises that change records, use a separate practice organization and complete the preparation below.

Practice steps and checks

1. Open Workforce > People. Your organization may use another employee label.
2. Search for Avery Reed before creating a new record.
3. If Avery is not there, create the employee with Outpatient Services as the department on the employee record, an active status, and January 1, 2027 as the start date. Complete any other required fields.
4. Write down Avery’s FTE Tree employee number.
5. Assign Avery to Patient Services Coordinator.

An employee record does not give someone a sign-in account. It describes the person who holds the job. Access to Avery’s employee record follows the department on the employee record, Outpatient Services; assigning Avery to a position does not change that department.

For separate hiring practice, create Casey Rowan in Outpatient Services and use another vacant full-time position. On a separate practice employee, try deactivation and read which assignments will end or be canceled before confirming.