Managing employees

Search through your employee records, change an employee's email, switch on the out-of-office mode on behalf of employees, and more.

Desislava Mihaylova avatar
Written by Desislava Mihaylova
Updated over a week ago

When the business expands and your organization has a lot of new hires, it may become difficult to manage the employee records. Payhawk provides an option for you to quickly search through your employee records, update their Payhawk role, team, email addresses, and reimbursement details, and more.

Updating an employee's account details

To update the Payhawk role or external ID of an employee:

  1. Log in to the Payhawk web portal.

  2. Go to the Dashboard > Employees > Active tab.

  3. Select the desired employee by clicking on their name.

  4. To update the Payhawk role of the employee, in the Profile > Account section, select the desired role from the Role drop-down menu.

  5. To update the external ID of the employee, in the Profile > Account section, fill in the desired ID under the External ID field.

Adding and deleting teams for employees

You can add and remove teams for active Payhawk users:

  1. Go to the Dashboard > Employees > Active tab.

  2. Select the desired employee by clicking on their name.

  3. Under Teams, click on Edit.

  4. In the dialog that opens, from the drop-down menu select the team to which you want to add the employee.

  5. Alternatively, to delete a team in which the employee is a team member, hover over the desired team and click on X.

From here you can only assign employees to teams as team members. For adding employees to teams as team managers, see the article about assigning team managers to your team.

Updating an employee's reimbursement details

You can also update the reimbursement details of employees who are active Payhawk users, that is, have registered with Payhawk.

Updating an employee's email address

When registering in Payhawk, each employee provides an email address with which they are identified in the system and where they receive notifications about the issuing of new cards, returned expenses, and so on.

As a Payhawk administrator, you can manually change the emails of employees fulfilling the Payhawk accountant and Payhawk employee roles when needed:

  1. Go to Dashboard > Employees > Employees.

  2. Select the desired employee record by clicking on it.

  3. In the dialog that opens, click on the three dots menu and select the Change email option.

  4. In the dialog that opens, enter the new email address of the employee.

  5. Click on Save.

    The Employees app screen with a selected employee's email address and the Change email address screen.

Enabling and disabling out-of-office for employees

If an employee is on vacation or sick, you can enable the out-of-office mode on their behalf and delegate their responsibilities to the relevant teammate:

  1. Go to Dashboard > Employees > Employees.

  2. Select the desired employee record by clicking on it.

  3. Go to the Out-of-Office tab and switch on the toggle button.

  4. In the dialog that loads:

    1. Choose the start and end date of the absence.

    2. From the drop-down menu, select the teammate that will receive the requests intended for the employee during the defined period.

      If you mistakenly selected the wrong employee, hover over the name and click on the X button.

      Note that requests that are pending approval by the out-of-office start date will be resent to the people to whom you delegate the work responsibilities.

    3. Click on Save changes.

Respectively, to disable the out-of-office mode for an employee, switch off the toggle button in the Out-of-Office tab.

Searching for employees

You can search for employees by their first or last name (if active or if their name was added when they were invited), by email, and by role.

To search within the list of employees:

  1. Log in to the Payhawk web portal.

  2. Go to Dashboard > Employees > Employees.

  3. Click on the search (magnifying glass) bar and type in a search key. As a result, the system will display a list of related results if any.

Useful resources

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