People Employees: employee records

People → Employees is the one employee record for each person: contact and organization details, documents with expiry dates, status history, and the login, badge and driver links that other Docklify apps rely on.

Every person who works for you should exist exactly once in Docklify, and that one place is the employee record in People → Employees. It holds the basics — name, employee number, phone, email, department, job title, manager and hire date — plus the documents that can expire, the person’s status over time, and the links that make the record useful elsewhere: a linked login account for the mobile app, a badge for punching in, and, for drivers, the link to their driver record. Attendance, skills, performance reviews and onboarding all hang off this same record, so keeping it right here keeps those other features right too.

Step 1: Find a person in the employee list#

1. Open People → Employees. At the top, the summary cards show how many people are Active, how many are Onboarding, and how many have documents expiring in the next 30 days.
2. Filter the list by Status (pick a status, or leave it on All), by Department (type the department name), or by Search — the search box matches name, employee number and phone.
3. Click Search to apply the filters, or Reset to clear them and see everyone again. Pressing Enter in the search box applies the filters too.
4. The list shows 20 people per page: use Prev and Next at the bottom to move through a long roster. Click a person’s name — or View on their row — to open their record.

• Each row shows the employee number, name and photo, department, job title, status, phone and manager — enough to confirm you have the right person before opening the record.
• The “documents expiring” card is your early warning: anyone counted there has a licence or certificate coming due within 30 days, so renewals can be arranged before the document actually expires.

Step 2: Create a new employee record#

1. From the list, click + New employee at the top right. (To bring in many people at once instead, use Bulk import on the same page.)
2. Fill in Basic info. Only the name is required: name, English name, phone, email, hire date, employment type (Full-time, Part-time or Temporary) and a photo. The employee number is given by the system — you do not type one.
3. Pick the Department and the Job Title from their dropdowns, and pick the Manager from the employee list. Department and job title come from the master lists your company maintains, so names stay consistent across every record — if a job title is missing, add it first under People → Org chart → Job Titles (see the job titles article for how job titles are maintained).
4. In the Documents card, click + Add row for each document the person holds — driver’s licence, TWIC card, forklift licence, hazmat certificate or other — and fill in its number and expiry date. Documents are optional at this point; you can add them later from the record.
5. Click Save. The new record opens straight away, ready for the links and follow-ups in the steps below.

A record created this way starts in Onboarding status. That is deliberate: while the person is still onboarding, People → Employees can generate their onboarding checklist on the record, and the status moves to Active once they are fully set up — creating the record and finishing onboarding are two separate moments, and the status shows which one you are at.

Step 3: Open and edit a record#

1. Open the person from the list. The record is arranged in cards: Basic info (employee number, name, hire and term dates, employment type, photo), Contact (phone, email) and Organization (department, job title, manager and how many direct reports they have).
2. Click Edit to change the same fields you filled in at creation — name, contact, department, job title, manager, hire date, employment type and photo — then Save. Department and job title are still picked from the master lists; an older value that is no longer on the list is kept as a clearly marked legacy option, never silently dropped.
3. Check the Documents card: each document shows its type, number and expiry, and an expiry within 30 days is highlighted with the days left; an expired document is marked Expired. Document files themselves can be attached in the attachments card on the same record.

Changing status, and the history it leaves#

• The five statuses are: Onboarding, Active, On leave, Suspended and Terminated. From Onboarding a person moves to Active; an Active person can move to On leave, Suspended or Terminated; from On leave or Suspended they can come back to Active or move to Terminated; and a Terminated person can be brought back to Active if they are rehired.
• To change a status, open the record, click Change status, pick the new status, add a reason if you have one, and confirm. The button only offers the moves that are allowed from the current status, so you cannot skip a step by accident.
• Every change is written to the timeline on the side of the record — from which status to which, the reason, when it happened and who did it. When someone asks “when did this person go on leave, and why”, the answer is on the record, not in someone’s memory.

Linking the record to a login, a badge and a driver#

• Linked login account: on the record, either pick an existing organization member account to link, or use Invite — enter the person’s email or phone and send the invite — so the employee creates their own account. After linking, the employee can log in to the mobile app with that account. An account already linked to another employee cannot be picked again.
• Badge and punch QR code: Print badge on the record takes you to People → Badges with this employee preselected. The Badge QR button generates the person’s punch QR code — save it as SVG or print it on the badge. Each new code replaces the previous one at once, so an old printout stops working as soon as you regenerate.
• Linked driver: if the person also drives for your own fleet, link their driver record on the same page — the picker only offers company drivers who are not linked yet — or unlink it there when the person stops driving.

Docklify features used in this article#

• Employee list with summary cards and status / department / search filters — People → Employees (/people/employees)
• New employee form (basic info + document rows) — People → Employees → + New employee (/people/employees/new)
• Bulk import of employees — People → Employees → Bulk import (/people/employees/import)
• Employee record: edit, documents with expiry highlighting, status change with timeline — People → Employees → open a person (/people/employees)
• Link a login account or send an invite, print a badge, generate a punch QR code, link a driver — on the employee record (/people/employees)
• Job titles master list (picked, not typed, on employee forms) — People → Org chart → Job Titles