Basics
🟥 The basic master data for employee registration.
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The Basics tab in the Employees section of Leadtime is used to manage all relevant master data and work-related information for an employee. Personal details, access data for Leadtime, working time regulations, salary and insurance data can be stored and updated here. This area forms the basis for efficient personnel management and provides an overview of the employee's most important data.
Structure of the "Employees" area
Your company / Employees / [Employees] / Basics
The Employees area in Leadtime provides a central view for managing all employees in the company. The area consists of the following components:
List view
The list view shows all employees of the company in a clearly arranged table. The following fields are displayed for each employee:
- Name
- Role in the company
- Role in the system
- Assigned teams
Click on an entry to open the detailed view on the right-hand side. This detailed view is organized by tabbed navigation.
Search
In the Quick search, you can quickly filter the entries in the list by entering part of the name of the employee you are looking for. You can also filter the list by user role or team.
Basics" tab
The Basics tab is divided into several sections that allow you to clearly enter and manage employee data.
Clicking on the profile picture allows you to upload a new profile picture for the user.
To delete an employee, click on the button with the three dots on the right-hand side. We recommend simply deactivating employees who have left the company
Master data
The edit dialog in the master data area is used to enter and maintain all basic personal and contact-related information about an employee. This master data is essential for managing employees in Leadtime and helps to keep track of important contact data and personal details.
You can edit the block by clicking on the pencil icon on the right-hand side.
The dialog is divided into two main sections: Personal Data and Address & Contact.
Personal data
This section records the employee's individual details. The following fields are available:
- Title: An academic or professional title of the employee can be entered here (e.g. Dr., MBA). This field is optional.
- Degree: This field is used to enter the employee's highest educational qualification (e.g. Bachelor's, Master's, MBA). This field is optional.
- Email: The employee's primary email address used for communication and access to the system.
- First name: The employee's first name.
- Last name: The employee's last name.
Address & Contact
This section contains the employee's home address and other contact information:
- Country: drop-down menu to select the country in which the employee lives.
- Zip code: The zip code of the employee's place of residence.
- City: The city in which the employee lives.
- Street: The street name of the employee's address.
- House number: The house number of the employee's place of residence.
- Date of birth: The employee's date of birth. The date can be selected here via an integrated calendar.
- Telephone: The employee's telephone number for direct contact.
Actions
- Save: Once all data has been entered or edited, the changes can be saved by clicking on the Save button.
- Cancel: The Cancel button closes the editing process without saving the changes.
This dialog helps to centrally record and maintain an employee's personal and contact-related information in order to ensure an up-to-date and complete database for personnel administration.
Leadtime Access
The edit dialog in the Leadtime Access area is used to define whether and how an employee is granted access to the Leadtime system. By assigning a user role, the employee's authorizations in the system are determined.
The dialog contains the following fields and functions:
Fields and options
- Can log in to Leadtime: A checkbox indicating whether the employee is granted access to the Leadtime system. If the checkbox is activated, the employee can log into the system with the login information assigned to them.
- User role: A drop-down menu for selecting the employee's user role. The user role determines the actions that the employee is allowed to perform in the system. Each role is associated with different authorizations. The possible roles include, for example
- Root: Full access to all areas of the system.
- Manager: Access to administrative and operational tasks, depending on the assigned rights.
- Developer: Access to technical or project-specific areas.
- External Helper: A restricted role for external employees with limited authorizations.
There is an explanatory text box below the drop-down menu: Here you can allow this employee access to the system. This user can perform the actions defined by the selected role.
Actions
- Save: Accepts the settings and saves the changes.
- Cancel: Closes the dialog without saving changes.
Process after creating an employee
Once an employee with access to Leadtime has been created, they receive an invitation email with information on how to log in to the system. This e-mail contains a link that the employee can use to set a password and gain initial access to the system.
This dialog is important for managing access control and role assignment in the company, which ensures that each employee has the rights required for their tasks.
Teams
This dialog is used to assign one or more teams to an employee. Teams in Leadtime are important to support the structuring of work within the company and to assign employees to specific tasks or projects.
The dialog contains the following fields and functions:
Fields and options
- Teams: A drop-down menu containing a list of existing teams. The user can select one or more teams to which the employee should be assigned. The assignment to teams helps to organize the team structure in the company and to define the responsibilities of the employees.
- + Create new team: A button that allows you to create a new team if the required team is not available in the list. Clicking on this button opens a dialog for creating a new team, which can then be assigned to the employee.
Actions
- Save: Saves the changes and assigns the employee to the selected team or teams.
- Cancel: Closes the dialog without saving changes.
Use of team management
Assigning an employee to one or more teams ensures that work is organized efficiently within the company. Teams can be created according to work areas, departments or projects. Employees can be assigned to several teams if they work in different projects or areas.
Assigning a team to an employee improves the structuring of tasks and provides a better overview of responsibilities within the company.
Conditions
This dialog is used to store basic information about an employee's employment conditions, including the position, type of contract, entry and exit dates and tax information.
The dialog contains the following fields and functions:
Fields and options
- Position: Text field in which the employee's current position in the company is entered. Examples: Managing director, developer, project manager, etc.
- Employment type: Drop-down menu for selecting the contract type. Possible options can be:
- Permanent employment contract
- Fixed-term employment contract
- Freelancer, etc.
- Start date: Date input field in which the employee's start date is entered. A calendar icon allows you to select the exact date.
- Leaving date: Date input field that marks the employee's leaving date, if this has been set. Here, too, the calendar icon enables an exact selection.
- Income tax class: Text field for entering the employee's tax class, which is relevant for the calculation of salary deductions.
Actions
- Save: Saves the information entered and updates the employee's employment conditions.
- Cancel: Closes the dialog without saving changes.
Using the employment conditions
The edit dialog for the terms and conditions of employment allows you to record and manage an employee's key contract details. This information is important for personnel administration, payroll accounting and tax purposes and provides a structured overview of the employee's status in the company.
Working hours and salary
This dialog is used to manage an employee's working hours and salary information. Managers can view and edit the employee's regular working hours, vacation entitlements, salary and bonus payments here.
Tab: Working conditions
Leave source: Selection field in which the country or region whose leave regulations are to be applied to the employee is selected. If no selection is made, the standard vacation days of the country defined in the workspace apply.
The following fields and options control the time recording behavior of the respective employee and help to ensure complete and correct time recording.
- Billable hours per day: Defines how many billable hours the employee should record per day. This specification helps to monitor productivity and ensure that the planned working hours are documented.
- Observer: Allows you to assign a person - e.g. a team leader - to monitor the employee's working hours and time recording. This can be particularly useful in teams with strict billing or high planning requirements.
- Notification of missing time recording on the following day: If the employee has not recorded any working time on the previous day, they will receive a reminder the next day to enter their time entries.
- Notification if the employeehas not started work: If the employee has not clocked in by lunchtime, they are automatically reminded with this option.
- Set time recording to disruptive mode: If the employee does not activate their time tracker during working hours, they will be alerted to the lack of time recording by acoustic and visual signals. This ensures that time recording is not forgotten and remains complete.
Weekly working time:
- + Plan: Button for planning or adjusting the weekly working time.
- Since: The date from which the working time regulation applies.
- Working days: The number of fixed working days per week.
- Hours: The number of hours worked per week.
Vacation days:
- + Plan: Button for planning or adjusting vacation days.
- Since: The date from which the vacation policy applies.
- Vacationdays per year: The number of vacation days to which the employee is entitled each year.
Example: Both the weekly working time and the vacation days of an employee can be planned in validity periods.
Example: Employee X works 40 hours in 2024, but only wants to work half days from 2025. In the "Weekly working time" area, create a second interval from 01.01.2025 with 20 hours. From this date, this employee can only be scheduled for four hours per day. The changeover will take place automatically on 01.01.2025.
You can also specify the days on which the 20 working hours are to be worked. The available weekly working hours are distributed evenly over the selected days.
Tab: Wage settings
On the "Salary settings" tab, you can enter the salary agreed with the employee. As an employee's salary naturally changes over time, it is also possible to plan in intervals here.
Leadtime uses the stored information for evaluations, in particular to calculate the employee's contribution margins.
Salary:
- + Plan: Button for planning a new salary.
- Since: The date from which the salary is valid.
- Salary: The monthly salary amount.
Bonus payments:
- + Add: Button to add a new bonus payment.
- Date: The date on which the bonus payment is due.
- Amount : The amount of the bonus payment.
- Reason: The reason or occasion for the bonus payment.
Bank details
The Bank details section contains the necessary information for salary transfers to the employee.
- Account holder: Name of the account holder.
- IBAN: International Bank Account Number of the employee.
- Bank and BIC: The employee's bank and Bank Identifier Code (BIC).
Edit: To change the bank details, the password must first be entered. The user can then edit and save the bank details.
Insurance data
This dialog is used to enter and manage an employee's insurance data. Information on an employee's most important social insurances can be stored here.
Fields
- Health insurance: Input field for the name of the health insurance company with which the employee is insured.
- Healthinsurance number: Input field for the employee's health insurance number.
- Social security number: Input field for the employee's social security number.
- Pension insurance: Input field for the employee's pension insurance number.
Summary
The Employees area offers comprehensive management of the most important information on personnel. Employees can be easily found and edited using the list view and the search function. The Basics tab offers centralized management of personal data, access information, team affiliations, salary information as well as working time regulations, insurance data and bank details.