Employees
Manage your employee directory — create and edit employee profiles, assign schedules, policies, roles, and organise staff into groups.
/panel/employees is the central directory of all people in your organisation. From here you can create and edit employee profiles, manage access, assign schedules and policies, and organise staff into groups.
The employee list
The list shows each employee's photo, code, name, assigned schedule, and holiday calendar. Additional columns can be shown or hidden using the column selector icon (three vertical lines) at the top right of the table.
Row actions
Each employee row has three actions:
- QR icon — Generates a QR code the employee can scan from the MyChronos mobile app to log in without entering their credentials. This makes first-time login much easier.
- Edit — Opens the employee's full profile form.
- Three-dot menu — Two additional options:
- Archive — Deactivates the employee without deleting their data.
- Reset password by email — Sends a new password to the employee's email address immediately.
Filters and column selector
Use the filter icon to narrow the list by employee group, status, and other criteria. The column selector icon next to it lets you add or remove columns from the view.
Bulk actions
Select one or more employees using the checkboxes on the left of each row (or the header checkbox to select all) to apply bulk actions:
- Bulk edit — Edit shared attributes for all selected employees at once, such as their assigned schedule or workplace.
- Create absence — Create an absence entry for a specific date for all selected employees simultaneously.
- Export to Excel — Export the selected employee list to a spreadsheet.
Top menu buttons
- Employee groups — Manage groups of employees. Groups are important throughout MyChronos: they allow you to filter and apply actions to a set of employees at once, and they control which managers can view or manage specific people.
- Org chart — Generate a visual organisation chart of your company, grouped by employee group or workplace.
- Create employee — Open the employee creation form.
Creating or editing an employee
Go to /panel/employees/create, or click Edit on an existing employee.
Personal data
- Name (required) — The employee's full name.
- DNI/NIF — National ID or tax number. Click Set expiry date to get an automatic alert when the document expires.
- Legal gender — The employee's legal gender.
- Nationality — Country of nationality.
- Date of birth — Date of birth.
- Phone — Mobile or work phone number. Click the flag icon to select the correct country code for international numbers.
- Profile photo — Upload a photo of the employee.
- Code — An optional internal code if your company uses its own employee numbering system.
Calendar and absences
- Holiday calendar (required) — Assigns which public holidays apply to this employee. Holiday calendars are configured in the Festius section.
- Schedule (required) — The base work schedule for this employee. This is the schedule applied by default unless a special schedule or template overrides it on specific dates.
- Absence policy — Defines which absence types the employee can request and how many days or hours they have available per year. See Absence Policy for all available options.
Required fields
Holiday calendar and schedule are both required. Without them, MyChronos cannot calculate the employee's expected working days and hours.
Time records
- Time recording policy — Assigns the time recording rules for this employee: whether they need to clock in, whether validation is required, which incidents are flagged, and so on. See Time Recording Policy for all available options.
- Workplace — The physical location this employee normally works from (an office, remote work, etc.).
Access data
- Email (required) — Used to log in to the mobile app, the admin panel, and to receive notifications.
- Username — An optional alternative to email for logging in.
- User role (required) — Defines what permissions this person has in MyChronos applications. Roles are configured in Settings → Roles and also control which notifications the user receives and through which channels.
- Kiosk entry code — A numeric code the employee can use to clock in on a kiosk device. Requires the kiosk to have code-based authentication enabled.
- Language (required) — The language in which the employee sees MyChronos applications.
- Generate new password — When creating an employee, a password is always generated and sent by email automatically. When editing, enabling this option will send a new password to the employee's email when you save — useful if they have forgotten their credentials.
Others, Address, Bank details, Emergency contact
These four tabs hold additional employee information:
Others
- Employee groups — Assign the employee to one or more groups.
- Professional category — The employee's job category within the company (e.g. senior technician, team lead).
- Medical check-ups (requires the Medical Check-ups module) — Assign which medical examinations this employee needs, so MyChronos can track when they are due.
- Social security number — The employee's social security number.
Address — The employee's home address.
Bank details — The employee's bank account information.
Emergency contact — Name and phone number of the person to contact in an emergency.
Custom fields
If your company has defined custom fields for employees, they appear at the bottom of the form. Custom fields are managed in Settings → Custom fields, selecting Employees as the resource type.
Assignment history tabs
Below the save button, four tabs provide additional management tools for the employee's assignments:
Workplaces — Assign one or more workplaces to this employee. While the main form has a default workplace field, this tab lets you link multiple locations to a single employee.
Schedule assignments — Shows the full history of base schedule assignments for this employee and allows you to schedule future changes. For example, you can set a new schedule to take effect on a future date without needing to edit the employee again later.
Calendar assignments — Same as above, but for the employee's holiday calendar. Useful for planning ahead when the employee's applicable holidays will change.
Absence policy assignments — Same for the absence policy. Shows the assignment history and lets you pre-schedule a policy change for a future date.
These tabs are an alternative, timeline-based view of the assignments that are also editable in the main form fields above.