People Management | Help Centre

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.

Employees are listed under People > Employees, and people you engage under a commercial arrangement rather than employ are listed under People > Contractors.

Adding a New Person

Navigate to People > Employees in the sidebar

Click Add Employee

Enter their details:

First Name and Last Name
Preferred Name
Email and Phone
Position and Start Date
Engagement Type (Full-time, Part-time, Casual, Contractor, Labour hire, Voluntary)
Status and Reports To

Required Fields

First Name
Last Name

Optional Information

Email and phone number
Residential and postal address
Start date
Position/Job title
Reports To (their manager)

To give them a login at the same time, switch on Grant user access in the User Access card and choose their role (their email address is needed). They're emailed an invitation and choose their own password when they accept - no login exists until then. You can also leave it off and use Invite as User once they're saved (see Inviting as a User below).

If someone with the same name was previously terminated, Mployr warns you before you create a duplicate and offers Rehire so you can bring back their existing record instead.

Start Self Onboarding

To let a new starter fill in their own details, click Start Self Onboarding instead. Enter their name, email and position, choose an onboarding template, and Mployr creates their employee record and emails them an invitation to complete their own onboarding. Only active self-service onboarding templates for employees are offered, and your default one is picked for you. If none is listed, open a template under Workflows > Templates and switch on Self-service: new starters complete it themselves (for Employees).

Person Profile

Each person has a comprehensive profile with multiple tabs - Personal, Employment, Remuneration, Documents, Emergency, Bank, Super, Tax, Qualifications, Leave, Arrangements and Onboarding. A Sales tab appears for people in a sales role. For a contractor, the Employment tab is called Engagement, a Contractor tab is added, and the Tax, Leave and Arrangements tabs don't apply.

On a tab with nothing recorded yet, the add button appears as a link in the middle of the tab - for example Add a bank account - rather than at the top.

Personal Details

Name, preferred name, sex and date of birth
Contact information (email addresses and phone numbers)
Channels and social links
Residential and postal address

Tax declaration details are on the Tax tab.

Employment Information

Current position
Department
Start date (and termination date, once set)
Status
Reports To (their manager)
Work locations and roster patterns

Emergency Contacts

Add emergency contacts for workplace safety:

Go to person's profile

Click the Emergency tab

Click Add Contact

Enter name, relationship, and phone number (email is optional)

Emergency contacts have their own permissions - View emergency contacts and Manage emergency contacts - separate from the rest of a person's personal details, so you can let someone see a profile without seeing who their next of kin are. A person can always see their own.

Bank Accounts

For payroll processing:

Click the Bank tab

Click Add Bank Account

Add the Bank Name, Account Name, BSB and Account Number, and the date it takes effect

Tick Set as primary account for the account pay should go to

Superannuation

Manage super fund details:

Click the Super tab

Click Add Super Fund and find the fund by name or USI, rather than typing a USI by hand

Record their member number

For a self-managed fund, choose Self-managed fund (SMSF) and enter the fund's ABN, electronic service address (ESA) and bank account

Tick Set as default fund on the fund their super should be paid into - super goes to the fund marked Default, and ticking it on one fund takes it off the others

The Super tab also has a Stapled Super Fund (ATO) card with a Request stapled fund button, for a new starter who hasn't chosen a fund. Until the live ATO connection is enabled, the card says it is in simulation mode - requests aren't sent to the ATO - so add the fund directly in the meantime.

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 on the Qualifications tab. Click Add Qualification, choose the type (Certificate, Licence, Degree, Training, Insurance or Other), and enter the issue and expiry dates. Once an expiry date is entered, set Reminder (days before expiry) and Mployr notifies the person and their manager (their Reports To) that many days before it lapses. Where you're setting these up for a whole team, use the Licences & Certificates import (see Importing People below) rather than keying them one at a time.

Employment History

The Position History card on the Employment tab keeps a record of employment changes. Click Add Record to log one, with its position, department, effective date and notes:

Hired
Promotions and demotions
Transfers
Role changes
Termination and rehire

Reactivating a terminated employee adds a Rehire entry automatically. Other changes - a termination included - appear here only when you add them. Pay changes are kept with their effective dates on the Remuneration tab.

Person Documents

Store and manage documents for each person:

Uploading Documents

Go to person's profile

Click Documents tab

Click Upload Document

Select file and enter details:

Document name and category
Description
Issue date and expiry date (if applicable)

Document Categories

Identification
Qualification, Licence and Certification
Contract and Policy
Training
Performance
Medical
Other

Once a person has documents, filter the tab by category. A new document shows Pending Verification until someone who manages the person's record clicks Verify on it - nobody can verify their own documents.

Document Expiry Alerts

Set an expiry date on a document and it shows as Expiring Soon in the 30 days before that date, then Expired, on the person's Documents tab. For licences and certificates you want an automatic reminder about, record them on the Qualifications tab with a reminder.

Searching and Filtering

Quick Search

Use the search bar to find people by:

Name
Email

Filters

Filter the list by:

Status (Active, Not Started, Inactive, Suspended, Terminated)
Onboarding (Not Started, In Progress, Completed)

The list starts out showing Active, Not Started and Suspended people - add Terminated to the Status filter to see former employees.

Switch between the list and grid views, and choose which columns or tile details to show.

Bulk Actions

Select multiple people in the list view to delete them in one go. Everything else - viewing a profile, editing details, starting onboarding, inviting as a user, terminating, creating a final pay run - is on each person's row menu.

Importing People

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

On People > Employees, click Import (owners and admins) and choose the Employees data type - Download Template gives you the right columns

Drag and drop your CSV file, or browse for it, and click Upload & Preview

Map your columns to Mployr's fields
Review the preview and run the import

Licences and certificates have their own CSV import - choose Licences & Certificates in the same dialog - 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:

Go to People > Org Chart

View the organisation as a tree of reporting lines, or switch to a list view
Zoom in and out to explore large structures

Use Hide pre-start employees to leave out people who haven't started yet, and Hide termination dates to hide upcoming end dates

Vacant positions appear in the chart so you can see gaps to fill

If you can edit people, drag a person onto someone else to change who they report to. Moved the wrong person? Click Undo above the chart, or press Ctrl+Z

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.

Go to People > Positions

Click Add Position and enter its title, employment type, pay and award, and the position it reports to, then click Create Position

Fill it by setting a person's Position to that exact title - on Add Employee, or under Position Details on their Employment tab - or leave it vacant. A title that doesn't match an existing position is added to People > Positions for you

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

Contractors

People > Contractors is a register of the people you engage rather than employ. Click Add Contractor to add one with their ABN, entity name and entity type - all three are needed for an active contractor - and keep their registered entity (legal name, entity type, ABN, ACN and any trustee) and their trading names in the Company Structure card on their Contractor tab.

Check ABN - on the Company Structure card, asks the Australian Business Register whether their ABN is Active, Cancelled or Not on the ABR and whether they're registered for GST, and records the answer. If the register has them under a different name you'll be told, and the name you recorded is kept. The register's ABN column flags an ABN that's cancelled or not on the ABR, and a mistyped ABN is caught when you save

Insurance and licences - on their Contractor tab, click Add certificate on the Insurance and licences card for each certificate of currency, with its expiry date. Licences, white cards and tickets go on their Qualifications tab with Add Qualification, and the ones that can lapse are listed on the Insurance and licences card too. Sort the list, choose its columns, and export or delete selected rows

Compliance - the register's Compliance column reads Current, Expiring soon (within 30 days), Expired or No insurance. Anything expired - cover or a licence - makes it Expired, and a contractor with no insurance on file reads No insurance however many licences are current. Hover the badge to see which document caused it, or filter the list by compliance

Lapsed documents - once an insurance policy or licence has expired, the contractor and the people who manage contractors are reminded the day after and then every 15 days until it's renewed or removed

Suspend - to stop a contractor being engaged without ending their engagement, choose Suspend in the ... menu on their row. Their records stay as they are and they can still log in, but they show as Suspended throughout People and the reminders stop. Choose Reinstate when they're clear

HR Compliance

People > HR Compliance is a register of the screening checks, signed agreements and training your business requires of the people it engages.

On the Requirements tab, click Add Requirement and choose its Type:

Screening check - a police, reference, identity or right-to-work check. Each person's check is recorded on their Qualifications tab

Signed agreement - an NDA, contract or policy acknowledgement, met when the person signs their own copy sent from a document template

Training - a Learning course, met by a completed course certificate (where your business uses Learning)

Choose who it Applies to - everyone who fits, existing staff included, or New starters only - and, if it must be renewed, Renew every (months)

The Register tab shows each person against each requirement, with an overall status. Use a row's menu to Record a check, or select people and send them an agreement or enrol them on a course; Export CSV downloads the register

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. For someone already on the list, choose Start Onboarding from their row menu on People > Employees and pick an onboarding template - your default template is picked for you.

The person's Onboarding tab follows the workflow: tick off each step's tasks (a step completes once its required tasks are ticked), and use Put on Hold / Resume or Cancel (holding and cancelling ask for an optional reason). A new starter's own self-service steps are done by them on their onboarding page, not ticked off here.

New starters read and sign their onboarding documents inside the workflow step. If they decline a document, whoever started their onboarding is notified with their reason, and the person's Onboarding tab shows the document as Declined. Once the wording is sorted, click Re-issue to send them a fresh copy - the refusal stays on the record.

Inviting as a User

To give a person login access to Mployr:

Open their profile

Click Invite as User

Click Send Invite - Mployr emails them an invitation and they choose their own password when they accept. While your workspace is in pilot the button reads Create Invite instead: the email is held, so resend the invitation once you go live

Their role controls what they can see and do. Inviting from the profile gives them the Employee role; inviting from the row menu on People > Employees lets you pick the role - one below your own. Change it later from their user page - see the Administration guide

Nothing is created until they accept - no login and no access. If they already have an Mployr login with another business, they accept with that login rather than creating a new one. The link expires after 72 hours. While it's open you can resend or withdraw it from Admin > Users; once it has expired, invite them again.

The row-menu dialog also has a Send invitation email switch. Turning it off shows password fields and a Create User Account button, but the password you type isn't used - Mployr still emails them an invitation, exactly as if the switch were on.

Terminating an Employee

Open the person's Employment tab and click Terminate on the End Employment card - or choose Terminate from their row menu on People > Employees

Enter the Final Date of Work and Termination Type, and a reason for the audit trail. A future date schedules the termination

From the row menu, you can also tick Start offboarding workflow to assign an offboarding workflow (return equipment, revoke access, final tasks)

If they have a login, deactivate it under Admin > Users - Mployr asks you to nominate an admin to take over their open work

Where relevant, choose Create Final Pay Run from their row menu - it appears there once their final date of work has arrived. It pays out unused leave and banked TOIL, and includes redundancy amounts where they apply - covered in the Payroll guide

Reactivating

If someone returns, filter the directory to show terminated people, open their record, and Reactivate it with a reactivation date - their history is preserved and a rehire is added to their position history. Reactivating treats them as a new hire for leave: their leave balances start again from zero. A Rehire Compliance Checklist on their profile lists the items to complete for the rehire, and you tick them off as you go.

Removing Someone From Your Business

Delete on a person's row removes them from your business. If they also work for another business on Mployr, their login and their access there are unchanged - only your business's record and access go. Their login is only deleted if your business was the only one they belonged to.

Integration with Other Modules

People records connect to:

Payroll - Automatic pay settings and payslip generation

Timesheets - Time tracking and approvals

Leave - Leave balances and requests

Documents - Contracts and generated documents

Performance - Goals and reviews (see the Learning & Performance guide)

Learning - Course enrolments

Data Privacy

Bank account numbers, BSBs and super member numbers are stored encrypted
Access is controlled by permissions - bank accounts, super funds and emergency contacts each have permissions of their own

Each person chooses which of their personal contact details your business can see, from Contact Sharing on their own profile

Troubleshooting

Mployr says a terminated employee with this name already exists

Someone with that name was employed before. Click Rehire in the warning to open their existing record and Reactivate it rather than creating a duplicate - their history stays in one place. If it's genuinely a different person, carry on and create the new record.

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 and check Reports To under Position Details on the Employment tab. If Hide pre-start employees is switched on in People > Org Chart, people who haven't started yet are left out - switch it off to see them. The Org Chart line under Position Details also shows whether they're excluded: a person, or their whole position, can be set to Exclude from Org Chart.

I terminated someone by mistake

Filter the directory to show terminated people, open their record, and click Reactivate. Their records and history are kept, but reactivating is treated as a rehire: it adds a Rehire entry and a Rehire Compliance Checklist, and resets their leave balances to zero. If the termination was a mistake, put their balances back on the Leave tab with Adjust Balances.

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 fill one by setting a person's Position to its title (or leave the position vacant).

Open their profile and click Invite as User. Mployr emails them an invitation so they set their own password; their role controls what they can see and do (see the Administration guide). Nothing is created until they accept.

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

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

Onboarding shows a super fund I don't want to use - how do I choose my own?

The Superannuation step lists any fund already recorded for you, such as your employer's default fund. Click Add another super fund, search for your fund by name or USI (or choose Self-managed fund (SMSF)), enter your member number, click Add Fund, then Save and continue. Super is paid into the fund marked Default, and the fund you add becomes it - the one already there stops being the default. To go back, click Make default beside the other fund. Later, you can change it on the Super tab of Profile > My Profile, and your employer can on your Super tab.

Where do I find my payslips?

Payslips aren't listed on your profile. When a pay run is finalised, everyone paid in it who has an Mployr login gets a Your payslip is ready notification in the bell - click it to open the payslip. You can also have that notification emailed to you (see the Notifications guide), and payroll can email payslips from the pay run. Either way the link opens the payslip in your browser, where Download PDF saves a copy. If you can't find one, ask whoever runs your payroll to email it again - see the Payroll guide.

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

Record the ticket on the Qualifications tab with its expiry date and a Reminder (days before expiry), and Mployr notifies the person and their manager before it lapses. Documents uploaded with an expiry date show as Expiring Soon and then Expired. For a whole team at once, use the Licences & Certificates import under Import on People > Employees.

Can I load our whole team from a spreadsheet?

Yes. On People > Employees click 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.

If I delete someone, do they lose access to the other businesses they work for?

No. Deleting a person removes them from your business only. If they belong to another business on Mployr, their login and their access there carry on as before.

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

As well as their role, a person can have Responsibilities switched on - Payroll, Accounts, Bookkeeping, HR, Work health & safety, Recruitment or Training - each adding the access that job needs. An owner or admin can see and change them on the person's user page under Admin > Users - see the Administration guide.

Tips

Keep contact information up to date for important notifications
Set expiry dates and reminders on licences and certificates to stay compliant
Use position history to track career progression
Link people to positions for org chart accuracy

In this guide