Invite employees, maintain master data and map the lifecycle cleanly

How the employee model works in Jobilino

1. One employee = one person with login + master data + contract

   When creating an employee, three linked records are generated: the login (e-mail address or phone number + password), the master data (first/last name, language, phone) and an initial contract with weekly hours, days per week, country and holiday policy.

   Tipp: As soon as you save, the employee is active and can log in – even while the invitation e-mail / SMS is still on its way.

2. Login via e-mail or mobile phone

   At least one of the two fields (email or mobile phone) must be filled in. Both are also possible. Without either, Jobilino rejects the creation with a validation message.

   Tipp: On construction sites / in the warehouse, many customers use the SMS option, as employees there do not have a business email address.

3. User group controls permissions

   When creating a user, you assign a user group (e.g. 'Administrator', 'Employee'). It determines what the person is allowed to do in the system – manual time tracking, approvals, administration, etc.

   Tipp: Exactly one user group per employee. If you need a different combination of permissions, create your own group (Administration → User Groups).

4. Contract supplies target hours, country and leave logic

   Without a contract, an employee lacks the basis for target hours and holiday entitlement. Jobilino therefore automatically creates an initial contract when an employee is set up – using the values you specified in the invitation form.

   Tipp: For managing & switching contracts, see the manual chapter 'Contracts'.

5. Active vs. inactive vs. fully removed

   An employee is either 'active' (can log in, everything visible), 'inactive' (no login, no longer appears in operational lists, history is retained), or 'fully removed' (the technical end state after an extended period of deactivation – for special cases only).

   Tipp: Standard procedure upon departure: set to 'inactive' rather than deleting. This keeps reports, payroll records and audit trails complete.

6. Employee ≠ Tenant Admin

   Within the client, 'employee' always refers to staff members with their own time tracking, contract and profile. The landlord-side super-admins (central console) are a separate domain and are not covered here.

Invite a new employee

admins

1. Open user management

   In the main menu: Administration → Users.

2. Click Add

   Click 'Add' or 'New Employee' respectively. The invitation form will open.

3. Select user group

   Select 'Administrator' or 'Employee' (or a custom group). Required field.

   Tipp: Only set 'Administrator' if the person is actually intended to perform administrative tasks – admin rights are very far-reaching.

4. Active status

   By default, 'Active' is checked. Leave it enabled if the employee is to start working immediately.

   Tipp: Creating an account as inactive is only useful in special cases (e.g. preparation weeks before starting work).

5. First and last name

   Required fields. They appear in lists, reports and push notifications.

6. Email and/or mobile phone

   At least one of the two must be filled in. Email is used for login and email notifications; mobile is the login and channel for SMS invitations/notifications.

   Tipp: Please enter the mobile phone number in international format (with country code). Jobilino does not accept duplicate email addresses/phone numbers.

7. Select language

   Select the employee's app language (e.g. de, en, sk). It controls the UI, e-mails and SMS texts. The default is the client's language.

   Tipp: The language can be changed at any time later in the profile (by the employee themselves or an admin).

8. Contract basis: weekly hours and days per week

   Enter the weekly hours (default 40) and days per week (default 5). These values are included in the automatically generated initial contract.

   Tipp: Part-time example: 22 hours / 4 days. Detailed maintenance is available later under 'Contract' on the employee detail page.

9. Optional: Start Date

   Set the entry date (= contract start date). Leave blank = today.

   Tipp: The start date is decisive for pro-rated holiday entitlement in the first year.

10. Optional: Country and Leave Policy

    Select the contract country (for public holiday logic) and – if leave management is active – the leave policy. Both fields belong to the contract, not to the login.

    Tipp: Without a leave policy, no leave balance will be maintained for this employee.

11. Optional: Set a password

    You can set a password yourself or leave the field blank. If you leave it blank, Jobilino will generate a temporary password and send it as part of the invitation.

    Tipp: We recommend the generated option – so that the password is not recorded in more than one place.

12. Send invitation

    Use the 'Send invitation by e-mail/SMS' toggle to control whether an automatic invitation containing login credentials is sent immediately after saving.

    Tipp: Disable this if you would like to hand the password to the employee in person – e.g. during onboarding appointments.

13. Save

    Click 'Save'. The employee, login and initial contract are created simultaneously; the leave period and pro-rated entitlement are generated automatically if a policy has been assigned.

    Tipp: You will be taken directly to the detail page of the new employee – ideal for immediately maintaining master data or team membership.

Maintain master data and profile

admins

1. Open employee

   Administration → Users → Click on the desired entry.

2. Master Data

   Here you can change first/last name, e-mail, mobile, language, active status and user group. Saving takes effect immediately.

   Tipp: If the e-mail address changes, the login changes as well. Please inform the employee, otherwise they may accidentally lock themselves out.

3. Contract

   In the 'Contract' tab you manage weekly hours, days per week, country, leave policy, carry-over and expiry date. For major changes it is advisable to create a subsequent contract instead.

   Tipp: For details, see the manual chapter 'Contracts'.

4. Team Assignment

   In the 'Teams' tab (or via the team list), you assign the employee to one or more organisational units and set a primary team.

   Tipp: For details, see the manual chapter 'Teams'.

5. Documents / Profile File

   In the 'Documents' tab (profile file), you store contracts, certificates, credentials and similar records. Which actions are permitted depends on the user group's permissions (e.g. 'can add profile files', 'can remove own profile files').

   Tipp: By default, employees may add profile files but not delete them – this keeps the record audit-proof.

Reset login / reassign password

admins

1. Open employee

   Administration → Users → Click on the entry.

2. Set password or send magic link

   You can assign a new password manually or send a magic link to the stored e-mail address / phone number.

   Tipp: Magic links are convenient – the employee clicks once and is logged in; they may still need their own password at a later stage.

3. Employee notified

   When a password is changed via the invitation or reset function, Jobilino automatically sends the new information by e-mail/SMS – provided the invitation option is active.

Deactivate employee (departure)

admins

1. Terminate contract correctly

   First set the end date in the current contract to the last working day. Up to this date, the employee can still record times and book leave.

   Tipp: For details, see the manual chapter 'Contracts'.

2. Clarify remaining leave

   Check the leave balance at the time of departure. In the case of a payout, create a manual negative adjustment with the reason 'Payout of remaining leave'. In the case of forfeiture: no further action required – the balance will be frozen upon departure.

3. Toggle the active switch

   In the employee profile, set to 'inactive' and save. The employee will no longer be able to log in; all existing data will be retained.

   Tipp: We strongly recommend 'inactive' instead of 'delete'. This ensures that evaluations, payroll records and audit trails remain complete.

4. Optional: remove from teams

   If the employee was the lead of a team, appoint a new lead and then remove the person from the team.

Re-entry: former employee returns

admins

1. Finding employees again

   Administration → Users → Filter by 'inactive' or search by name/e-mail.

2. Reactivate

   Set the person back to 'active'. Login details (e-mail/phone) and master data are retained.

   Tipp: If login details need to be changed (e.g. new work e-mail), update them now.

3. New contract with re-entry date

   Create a new contract – start date = re-entry date. This ensures that the pro-rated holiday entitlement begins to accrue correctly.

   Tipp: Old contracts and time entries remain visible, but are clearly separated from the new phase.

4. Review teams and permissions

   Ensure that the user group and team assignment reflect the new role – not all returning employees come back in the same position.

Filter, search and export the list

admins

1. Set filters

   In the user list, filter by status (active/inactive), user group or team. The search accepts name, email address and phone number.

   Tipp: Useful, for example, to quickly find 'all active administrators' or 'all inactive employees with open contracts'.

2. Sort

   Use the column headings to sort by name, start date or status.

3. Export

   The export generates a list of master data and contract details – ideal for payroll handover or a one-time audit.

   Tipp: GDPR: Treat exported personal data confidentially and delete any lists that are no longer needed in a timely manner.