Managing Employees

Role: Company Admin
Portal: Actnation company portal
Production URL: https://organization.actnation.io/company/employeesPrerequisites: 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).

Creating a Recognition Award

Recognition Awards are available in every giving mode for employees who have not been deactivated. Choose both start and end dates for single and team awards, including in Individual Gifting Only.

1. Open an employee's row menu and choose Recognition Award. To recognise several employees, choose Team Gifting, select the employees, and click Create Gift.
2. Enter the award title, choose its start and end dates, and enter the amount and personal message. The start date must be tomorrow or later. For a single employee, dates occupied by another pending or active recognition award are disabled in every giving mode.
3. For Payroll Giving companies, enter a whole-DKK amount. The drawer has no image or animation section; the award becomes a Gift Wallet balance on its start date. Corporate Giving and Individual Gifting Only keep the image and animation options and the voting experience.
4. For Corporate Giving and Individual Gifting Only, use Preview to review the award. Payroll Giving awards have no preview. For a team award in any giving mode, the drawer lists employees with conflicting recognition dates before submission. Only employees without a conflict are included; choose different dates if you want to include everyone. Choose Submit and confirm, then check the result notification for any gifts that could not be created.

Updating employees with a CSV file

For an existing CSV roster, open Add & Edit Employees and choose Update CSV document. For your first upload, go to Company → Settings → Employee Setup. Uploading a file this month does not prevent you from updating it again.

It is available when there is no payroll connection, Microsoft Entra ID integration, or pending payroll connection request. It is unavailable in Company and Personal Wallet and Payroll Giving only modes.

1. Open Add & Edit Employees, then click Update CSV document to open the import drawer.
2. If a CSV was previously uploaded, 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. Upload a new CSV file below the card to replace the document. For an existing document, the hint confirms that uploading replaces it. Select Save; the new file appears the next time you open the drawer.

Monthly employee-list reminder

If your company maintains its employee list without a payroll or Microsoft Entra ID integration, active company admins normally receive a reminder on the 15th at 08:00 Danish time, including weekends and holidays. Onboarding must be complete. Companies with a pending payroll connection request or using Company and Personal Wallet or Payroll Giving only are excluded.

Saving a CSV on or after the first day of the current month prevents that month's reminder, including uploads made before the run on the 15th. A reminder already prepared for sending may still arrive after you save the file. You can still receive a reminder if you have never uploaded a CSV or have only added employees manually. A manually triggered reminder can arrive on another day and counts as that month's reminder. If the scheduled run is missed, a manual catch-up can send outstanding reminders later in the same month; previous months are not sent retrospectively.

When you are signed in, the email button opens Company → Employees. Open Add & Edit Employees → Update CSV document to update an existing CSV roster. For a first upload, go to Company → Settings → Employee Setup. If you need to sign in first, the portal opens its usual default page; navigate to Company → Employees from there.

What to expect

In Payroll Giving, wallet totals in the employee list and donation counts and wallet totals in an employee's Charitable Causes tab include only pending or completed donations. Donations rejected or deleted by payroll, or cancelled by a restriction, are excluded from these totals. Employee and cause rows remain visible, including when their totals are zero. Their history remains available in the Donations tab. The Donated card in that tab adds both Company Wallet and Payroll Wallet amounts for pending and completed donations.

• 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, Gift amount, and Balance columns. For Payroll Giving only, Payroll Wallet and Gift amount remain visible; Company Wallet and monthly balance columns are hidden.
• 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.

Reviewing gift donations

1. In the employee directory, check Gift amount for the total donated from each employee's gifts. This is donated money, not the employee's remaining gift balance.
2. Open an employee and select Donations to see the gift-funded amount of each donation, separately from the payroll and company wallet amounts.
3. Select Charitable Causes to see gift donations totalled for each cause. Search and the existing monthly/all-time filters apply to the gift column as well.

An employee or donation with no gift-funded amount shows zero. Gift amounts are displayed separately and do not change the monthly balance calculation or the existing summary cards.

Employee details in Payroll Giving only

Open an employee's details from the directory to review their Donations and Charitable Causes tabs. The details page remains available at https://organization.actnation.io/company/employees/:employeeId.

Both tables show the employee-funded Payroll Wallet amount without a Company Wallet column. Donation status, dates, donation counts, search, pagination, and monthly/all-time filters remain available. These read-only details are also available while a Zenegy connection request is pending. Use the back button to return to the directory with its previous filters and page.

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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