Managing Employees

After you have created an employee, you can edit their profile at any time. The employee profile is divided into four sections: Personal Data, Work Areas, Contract Details, and Vacation Account.

Opening the Employee Profile

1. Go to Employees in the main menu
2. Click on the name of the employee you want to edit

The employee profile opens with navigation on the left side (desktop) or as tabs at the top (mobile).

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Personal Data

In the Personal Data tab, you will find the employee's personal information.

Editable Fields

Field	Description	Required
Profile Picture	Employee's avatar – can be uploaded	No
Title	Academic title (No title, Dr., Prof. Dr.)	No
First Name	Employee's first name	Yes
Last Name	Employee's last name	Yes
Email Address	Email for login and notifications	Yes
Phone Number	Employee's contact number	No

Saving Changes

1. Edit the desired fields
2. The Save button becomes active as soon as there are changes
3. Click Save to apply the changes

Email Change for Invited Employees

If an employee has already received an invitation (status "Pending"), the email address can no longer be changed. You would need to archive the employee and create a new one.

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Work Areas

In the Work Areas tab, you define in which areas the employee can be deployed.

Assigning Work Areas

1. Switch to the Work Areas tab
2. Click on the dropdown field
3. Select one or more work areas
4. Click Save

Direct Impact on the Shift Plan

As soon as you assign work areas to an employee, they appear in the shift plan for those areas and can be scheduled for shifts there.

Requirements

Requirement	Description
Location Required	The employee must be assigned to a location
Same Location	Only work areas from the same location are displayed

Removing Work Areas

1. Click the X next to the work area you want to remove
2. Click Save

The employee will be removed from the shift plan for this work area, but already scheduled shifts remain in place.

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Contract Details

In the Contract Details tab, you configure the employee's contractual information.

Weekly Hours

Here you specify how many hours per week the employee works.

Option	Description
Weekly Hours	Number of working hours per week (1-100 hours)
Input	Decimal numbers in 0.5 increments possible (e.g., 38.5)
Default	40 hours

Fixed Working Hours

In addition to weekly hours, you can define fixed working hours. This allows you to specify on which days and at what times an employee works.

Detailed Documentation

Fixed working hours have far-reaching effects on vacation calculation and the rule system. You can find a detailed guide under Fixed Working Hours.

Vacation Days and Carryover

In the lower section of the Contract Details tab, you can configure the employee's vacation days:

Option	Description
Annual Vacation Days	Number of vacation days per year (1-50 days)
Carryover from Previous Year	Remaining vacation carried over from the previous year (0-15 days)

Impact on the Vacation Account

The vacation days and carryover entered here flow directly into the employee's vacation account and determine how many days are available in total.

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Vacation Account

In the employee profile, you will find an overview of the vacation account. Here you can see at a glance how many vacation days are available, which have already been taken, and how many are left.

Finding the Vacation Account

1. Open the employee profile
2. Switch to the Absences tab

Displayed Information

The vacation account shows you the following values:

Value	Description
Available Vacation Days	Number of remaining days (displayed prominently)
Confirmed	Already approved and taken vacation days
Pending	Requested but not yet approved vacation days

Calculation of Available Days

Available vacation days are calculated as follows:

Available = Annual Vacation + Carryover − Confirmed Days

Pending (not yet approved) requests are not deducted from available days.

Year Selection

Using the dropdown next to "Vacation Account", you can switch between different years. This allows you to view vacation accounts from previous years as well.

• Default: The current year is displayed
• Previous years: Select another year from the dropdown

Absences List

Below the vacation account overview, you can see all absences for the employee for the selected year:

Column	Description
Category	Type of absence (e.g., Vacation, Sick) with colored icon
Period	Start and end date of the absence
Status	Pending, Approved, or Rejected
Vacation Days	Number of vacation days counted

Interaction with Contract Details

The values in the vacation account are based on the settings in the Contract Details tab:

1. Annual Vacation Days (under Contract Details) determine the base entitlement
2. Carryover from Previous Year (under Contract Details) is added to the entitlement
3. Approved absences are automatically deducted

Adjusting Vacation Days

If you want to change the annual vacation days or carryover, go to the Contract Details tab and adjust the values in the "Vacation Days and Carryover" section.

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Practical Examples

Example 1: Assigning a New Work Area

Dr. Anna Schmidt should now also be deployed in the "Laboratory" area.

Procedure:

1. Open the profile of Dr. Anna Schmidt
2. Switch to the Work Areas tab
3. Click on the dropdown and select "Laboratory"
4. Click Save

Result: Anna now also appears in the shift plan for the "Laboratory" work area and can be scheduled for shifts there.

Example 2: Configuring a Part-Time Employee

Max Miller is reducing his working time to 30 hours per week.

Procedure:

1. Open the profile of Max Miller
2. Switch to the Contract Details tab
3. Change the Weekly Hours from 40 to 30
4. Optional: Adjust the fixed working hours if Max has certain days off
5. Click Save

Result: The new weekly hours are stored. If you additionally configure fixed working hours, vacation days will be calculated correctly.

Example 3: Setting Up Vacation Days for a New Year

Lisa Weber receives 30 vacation days and still has 3 days of remaining vacation from the previous year.

Procedure:

1. Open the profile of Lisa Weber
2. Switch to the Contract Details tab
3. Scroll to the Vacation Days section
4. Enter "30" for Annual Vacation Days
5. Enter "3" for Carryover from Previous Year
6. Click Save

Result: Lisa has a total of 33 vacation days available. Usage is automatically tracked in the vacation account (Absences tab).

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Frequently Asked Questions

Can I edit multiple employees at once?

No, currently each employee must be edited individually. However, you can assign work areas when creating an employee.

How do weekly hours affect scheduling?

Weekly hours currently serve as information. However, in combination with fixed working hours, they can be used by the rule system to display warnings when exceeded.

Can I undo changes?

As long as you haven't clicked Save, you can close the profile and the changes will be discarded. After saving, you would need to manually change the values back.

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Summary

Section	What You Can Edit
Personal Data	Name, title, email, phone, profile picture
Work Areas	Assignment to one or more work areas
Contract Details	Weekly hours, fixed working hours, vacation days
Vacation Account	Overview of available, taken, and remaining vacation days

Recommendation

Configure at least the weekly hours and work areas for each employee. For part-time employees or employees with fixed work patterns, we also recommend setting up fixed working hours – this ensures more precise vacation calculations and helpful warnings during shift planning.