Employee records identify people who can be assigned to positions. The employee record and assignment history remain separate so a person can move without rewriting the position.

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. Actual compensation 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 Position control, then Employees.
  2. Enter the employee’s approved identity and department information.
  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 ownership and access to the employee record. 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

Record Purpose
Employee Workforce identity and organization information
Assignment Dated connection between the employee and a position, including assignment FTE
User account Sign-in identity and organization access roles
Compensation record Protected employee or assignment amount used by actual compensation

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.

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

Change or deactivate an employee

Open Details to review the employee’s current information. Choose an individual field when you need to record a dated change. Use Deactivate when the person should no longer be active. Preview the impact before confirming. Deactivation ends assignments already underway on the effective date and cancels assignments scheduled to begin on or after that date. The employee and every affected assignment remain in history. Deactivating an employee does not remove a person’s sign-in access; manage organization user access separately. If employee or assignment details change after the preview, the confirmation stops and shows a refreshed preview. Review it and confirm 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 cancelled.
  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 the same employee identity. Create a new employee record only when the organization treats the person as a distinct workforce identity.

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, owning department, 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. An HRIS management option appears only when a certified connection can manage employee identifiers. In that mode the value is read-only locally, and you need to review a missing required ID through the connected system. Correct an external identifier only after confirming the employee, and do not reuse an identifier from a different person.

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.

Verify 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 and confirm the change reason is understandable.