Home How-to guides Manage Employees

Manage Employees

Last updated on Jun 12, 2026

This guide covers adding, editing, and managing employees in CHRIS.

Prerequisites

  • Admin or HR Manager role
  • At least one team created (for assignment)
  • Holiday scheme set up (for contract)

Add a New Employee

Step 1: Open Employee Form

  1. Navigate to Employees
  2. Click Add Employee

Step 2: Enter Basic Information

Field Required Description
Email Yes Login email (must be unique)
First Name Yes Employee's first name
Last Name Yes Employee's last name
Role Yes admin, hr_manager, or employee
Team No Team assignment

Step 3: Set Role

Choose the appropriate role:

Role Capabilities
employee Submit requests, view own data
hr_manager Above + approve any request, view all employees
admin Full access including settings

Step 4: Contract Details (Optional)

Field Description
Position Job title
Start Date Employment start date
End Date Contract end (if applicable)
Contract Type Full-time, Part-time, etc.
Leave Entitlement Annual leave days per year
Holiday Scheme Which public holidays apply
Rate Type Hourly, Monthly, Yearly
Rate Amount Salary/rate value
Currency Payment currency

Step 5: Create Employee

Click Create Employee. The system will:

  1. Create the user account in Supabase Auth
  2. Create the employee profile
  3. Send a welcome email with login instructions

!!! note "Email Delivery" Ensure SMTP is configured for the welcome email to be sent.

View Employee List

Navigate to Employees to see all employees:

  • Search: Filter by name or email
  • Filter by Role: Show only admins, HR, or employees
  • Filter by Status: Active or inactive employees
  • Sort: By name, email, or creation date

Edit Employee Profile

Basic Information

  1. Click on an employee to view their profile
  2. Click Edit
  3. Modify fields as needed:
    • Name (first, last)
    • Email (requires re-verification)
    • Role
    • Team assignment
  4. Click Save

Contract Information

  1. In the employee profile, go to Contracts tab
  2. Click Edit Contract or Add Contract
  3. Update contract details
  4. Save changes

Upload CV/Resume

  1. In the employee profile, find Documents section
  2. Click Upload CV
  3. Select a PDF or document file
  4. The file is stored securely in Supabase Storage

Profile Photo

  1. In the employee profile, click on the avatar
  2. Upload an image
  3. Crop as needed
  4. Save

Change Employee Role

  1. Navigate to the employee profile
  2. Click Edit
  3. Change the Role dropdown
  4. Save changes

!!! warning "Role Change Effects" - Upgrading to admin: User gains full system access - Downgrading from admin: User loses settings access - The user may need to sign out and back in

Deactivate an Employee

For employees who leave or take extended leave:

  1. Open the employee profile
  2. Click Deactivate
  3. Confirm the action

Effects of deactivation:

  • Employee cannot sign in
  • Their data is preserved
  • Pending requests are cancelled
  • They don't appear in active employee lists

Reactivate an Employee

  1. Go to Employees with "Show Inactive" filter
  2. Find the employee
  3. Click Reactivate
  4. They can now sign in again

Reset Employee Password

If an employee forgets their password:

  1. Go to their profile
  2. Click Reset Password
  3. Choose delivery method:
    • Send reset email
    • Set temporary password
  4. The employee can then set a new password

Admin Masquerade

Admins can view the system as any user:

Enable Masquerade

  1. As admin, go to Employees
  2. Find the employee
  3. Click View As (masquerade button)
  4. You now see the system as that employee

While Masquerading

  • A banner shows you're in masquerade mode
  • You see exactly what the employee sees
  • Your actions are logged as admin (not employee)

Exit Masquerade

Click Exit Masquerade in the banner to return to admin view.

!!! tip "Use Cases for Masquerade" - Troubleshooting user-reported issues - Training employees on how to use features - Verifying permission configuration

Delete Employee

!!! danger "Permanent Action" Deleting an employee is permanent. Consider deactivation instead.

  1. Open the employee profile
  2. Click Delete Employee
  3. Confirm by typing the employee's email
  4. All data associated with the employee is removed

Deleted data includes:

  • Profile information
  • Leave request history
  • Uploaded documents
  • Contract information

Bulk Operations

Import Employees

For adding multiple employees:

  1. Navigate to Employees > Import
  2. Download the CSV template
  3. Fill in employee data
  4. Upload the completed CSV
  5. Review and confirm the import

Export Employee Data

  1. Go to Employees
  2. Click Export
  3. Select format (CSV)
  4. Download the file

Best Practices

Email Addresses

  • Use work email addresses for employee accounts
  • Ensure emails are unique in the system
  • Verify email format before saving

Role Assignment

  • Start employees with minimal permissions
  • Elevate to hr_manager only if needed
  • Limit admin access to essential personnel

Data Maintenance

  • Regularly review inactive employees
  • Update contracts when terms change
  • Keep holiday scheme assignments current