People Management

Manage all your employees, contractors, and contacts from one central location.

Overview

The People module is your central database for managing everyone in your organisation. It integrates with payroll, timesheets, documents, and all other modules.

Adding a New Person

1. Enter required information:

• First Name and Last Name
• Email address
• Date of Birth
• Employment Type (Full-time, Part-time, Casual, Contractor)

Required Fields

• First Name
• Last Name
• Email (must be unique)

Optional Information

• Phone number
• Address
• Start date
• Position/Job title
• Department
• Manager/Reports to

Person Profile

Each person has a comprehensive profile with multiple sections:

Personal Details

• Name history (tracks name changes over time)
• Contact information (email, phone)
• Address details
• Date of birth
• Tax file number (encrypted)

Employment Information

• Current position
• Department/Team
• Start date and tenure
• Employment type
• Manager/Supervisor
• Work location

Emergency Contacts

Add emergency contacts for workplace safety:

1. Go to person's profile

1. Enter name, relationship, and phone number

Bank Accounts

For payroll processing:

1. Add BSB, Account Number, and Account Name
2. Set payment split percentages (if multiple accounts)

Superannuation

Manage super fund details:

1. Add the fund by searching the fund product list, rather than typing a USI by hand
2. Record their member number

See the Superannuation guide for how the fund is chosen and what's payable.

Licences and Certificates

Track the tickets, licences and certifications your people need to hold, each with its issue and expiry dates, so lapses surface before they become a problem. Where you're setting these up for a whole team, use CSV bulk import rather than keying them one at a time.

Employment History

Track all employment changes:

• Position changes
• Department transfers
• Salary adjustments
• Status changes

Each change is recorded with dates for compliance and reporting.

Person Documents

Store and manage documents for each person:

Uploading Documents

1. Go to person's profile

1. Select file and enter details:

• Document type (Contract, ID, Certification, etc.)
• Description
• Expiry date (if applicable)

Document Categories

• Employment contracts
• Identification documents
• Certifications and licences
• Training records
• Performance reviews

Document Expiry Alerts

Set expiry dates on documents to receive automatic reminders before they expire.

Searching and Filtering

Quick Search

Use the search bar to find people by:

• Name
• Email
• Employee ID
• Phone number

Advanced Filters

Filter the list by:

• Employment status (Active, Inactive, On Leave)
• Employment type
• Department
• Location
• Manager
• Start date range

Bulk Actions

Select multiple people to perform bulk actions:

• Export to CSV/Excel
• Send bulk emails
• Assign to groups
• Update status
• Delete selected

Importing People

Bring a whole team in at once rather than adding them individually:

1. Drag and drop your file, or browse for it
2. Map your columns to Mployr's fields
3. Review the preview and run the import

Licences and certificates have their own CSV import, so you can load a team's tickets in one pass. If you're coming from Xero, people can be imported straight from your Xero organisation during setup.

Org Chart

See your reporting structure as a visual tree:

1. View the organisation as a tree of reporting lines, or switch to a list view
2. Zoom and pan to explore large structures
3. Toggle whether pre-start and terminated people are shown
4. Vacant positions appear in the chart so you can see gaps to fill

The org chart is built from each person's Reports to / manager relationship and their position, so keeping those up to date keeps the chart accurate.

Positions

Positions describe the roles in your business, separately from the people who fill them.

1. Create a position with its title and reporting line
2. Assign a person to the position (or leave it vacant)

Because positions exist independently of people, you can plan headcount, show vacancies on the org chart, and keep history when someone moves on.

Employee Lifecycle

Onboarding

When you add a new person you can onboard them in one flow - create the record, invite them as a user, and assign an onboarding workflow that automatically creates the right tasks (paperwork, equipment, introductions). Onboarding workflows are configured in the Workflows module.

Inviting as a User

To give a person login access to Mployr:

1. Open their profile

1. Choose to send an email invitation (they set their own password) or set one directly

Terminating an Employee

1. Open the person's profile

1. Select the termination type and last day

Reactivating

If someone returns, filter the directory to show terminated people, open their record, and Reactivate it - their history is preserved.

Integration with Other Modules

People records connect to:

Data Privacy

• Personal information is encrypted at rest
• Access is controlled by permissions
• Audit logs track all data access
• Data can be exported or deleted on request (GDPR compliance)

Troubleshooting

I can't save a new person - it says the email is already in use

Email must be unique across your people. Someone with that address already has a record - search the directory by email first. If they were terminated, filter to show terminated people and Reactivate the existing record rather than creating a duplicate.

Someone is missing from the org chart

The org chart is built from each person's Reports to / manager relationship and their position. Open their profile, check the Reports to field under Employment Information, and assign a position. By default pre-start and terminated people are hidden - toggle those on in People > Org Chart if you expect to see them.

I terminated someone by mistake

Filter the directory to show terminated people, open their record, and click Reactivate. Their history is preserved, so nothing is lost.

Frequently asked questions

What's the difference between a position and a person?

Positions describe the roles in your business and exist independently of who fills them, so you can plan headcount and show vacancies on the org chart. People fill positions. Manage roles under People > Positions and assign a person (or leave the position vacant).

How do I give someone login access?

Open their profile and click Invite as User. You can email an invitation so they set their own password, or set one directly, then assign their role - which controls what they can see and do (see the Administration guide).

Where do I set up bank and super details for pay?

On the person's profile, use the Bank Accounts and Super Fund tabs. These feed payroll processing and payslip generation.

How do I make sure certifications and licences don't lapse?

Set an expiry date when you upload the document under the Documents tab, or record the ticket under Licences and Certificates with its expiry. Mployr sends automatic reminders before the expiry date so you can stay compliant. For a whole team at once, use the CSV bulk import.

Can I load our whole team from a spreadsheet?

Yes. Use Import, choose the Employees data type, drag your file in and map the columns. Licences and certificates have their own import, and people can also be imported directly from Xero during setup.

Someone's permissions look different from others with the same role

As well as the role, a person can hold per-profile permission overrides for specific capabilities. Check their profile's permissions alongside their role - see the Administration guide.

Tips

• Keep contact information up to date for important notifications
• Set document expiry dates to stay compliant
• Use employment history to track career progression
• Link people to positions for org chart accuracy