Help / People and access

Add and manage employees

Invite people to your company, set their department and role, edit their details, and switch them off or on.

The Employees page lists the people who work in your company. Open it from Company > Employees in the left menu, or go to Employees. You need the Staff view permission to see it. The company owner is the admin of the company and is not listed as an employee.

Invite an employee

1. On the Employees page, select Add Employee. An Add Employee card opens.
2. Enter the person's Email.
3. Optionally choose a Department, a Role and a Designation (their job title). Leaving Department or Role empty shows "No department" or "No role".
4. Select Send Invite. You will see "Invitation sent to" and the email address.

The person receives an email. To accept, they sign in (or sign up) with that same email address. They then see the invitation under Pending Invitations on the Welcome to Legasum screen and choose Accept or Decline. When they accept, they join your company with the department, designation and role you chose.

You need the Staff edit permission to invite. These messages can appear:

• "This person is already part of this company."
• "This email has already been invited."
• "You can't invite yourself. You are already part of this company."

Find someone

Use Search employees... to search by name or email, and the department filter to narrow the list. The table shows Name, Email, Department, Role, Designation, Status and Action.

Change an employee's details

1. Select the pencil icon in the Action column.
2. Update Phone, Designation, Department or Role. Name and email are shown but cannot be edited here.
3. Select Save Changes.

Changing a person's Role changes what they can see and do straight away. See Roles and permissions.

Deactivate and reactivate

Select Deactivate to switch an employee off, or Reactivate to switch them back on. A deactivated person can no longer sign in.

There are some limits:

• You cannot deactivate yourself or the company owner.
• You cannot change your own role, and nobody can give the owner a role. The owner always has full access.
• If a person also belongs to another company on Legasum, their account cannot be switched on or off from here, because it would lock them out of that other company too.

Good to know

• Departments are managed on their own page; see Departments.
• An employee with no role is not restricted at all. Give people a role if you want to limit them.
• Invites, role assignments and deactivations are recorded in the Audit log.