Managing Employees

Role: Company Admin
Portal: Actnation company portal
Prerequisites: Onboarding is complete and employees have been added through at least one setup method.

How to manage employees

1. Go to Company → Employees.

2. Use the search bar, status filters, and department or office filters to find employees.

3. Review the KPI cards above the employee table:

   • Total employees — all records in your company.
   • Active employees — currently participating members.
   • Active admins — employees with admin rights.
   • Inactive employees — deactivated records.
   • Voted — employees who voted in the current or most recent period (shown only in Corporate Giving mode when a relevant period exists).

   Click ? on any card for its definition. Cards always reflect your active search and filter, not the full paginated list.

4. Use the Add Employee button to add a single employee manually, without a CSV upload:

   • Required fields: First Name, Last Name, Email.
   • Optional fields: Department, Location, Start Date, Date of Birth.
   • Available regardless of giving mode — Payroll Giving and Corporate Giving companies can both add employees this way.
   • Only shown for companies using CSV file import as their employee setup method. It's hidden if your company syncs employees through Zenegy or Microsoft Entra ID, since those records are managed by the connected system. See Employee Setup Options.

5. Use row-level actions on individual employees:

Action	When to use it
Promote to Admin	Give an employee company admin rights.
Remove Admin Rights	Reduce an employee to standard access.
Deactivate	Revoke portal access without deleting the record.
Reactivate	Restore access to a previously deactivated employee.
Resend Voting Link	Send a fresh invitation email to an employee (only during an active voting period).

Updating employees with a CSV file

If your employees were set up through a CSV import, you can refresh the whole directory from the same page:

1. Click Update CSV document to open the import drawer.
2. The employees document card at the top shows the file that currently drives your directory — its original file name and when it was uploaded. For documents uploaded before this information was tracked, the card shows a generic "Employees document" title instead.
3. Click the download button on the card to save the current CSV under its original file name.
4. To replace the document, upload a new CSV file below the card — the hint text confirms that uploading replaces the current document. After saving, the card immediately reflects the new file.

What to expect

• Available actions vary by the employee's current role and status, and by your company's giving mode.
• Corporate Giving views emphasize votes and period participation.
• Payroll Giving views show Company Wallet, Personal Wallet, and Balance columns instead of votes, reflecting each employee's contribution split and remaining balance.
• Payroll Giving companies on the Fixed Yearly Contribution model also see a Create Monthly Balances action, which allocates the shared annual budget out across employees for the month.

Troubleshooting

Problem	What to do
An action button is missing from an employee row	The employee's status or your admin role may restrict that action. Verify the employee is active and that you have admin rights.
An employee is not receiving their voting invitation	Confirm an active voting period exists and the employee is not deactivated.
Filter results look incomplete	Reset all filters and clear the search to reload the full list.

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