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Employees are the retail staff members who receive uniforms. They do not have portal login accounts; they are managed entirely by staff within the portal.
Administrators find Employees under Operations; HR finds it under People. Both roles share the capabilities described here. HR is additionally scoped to their assigned client.

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Viewing employees

The directory is paginated and searchable by employee number, name, or email, and filterable by store. An amber “Missing sizing” warning appears when an employee’s garment sizes have not been set.

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Creating an employee

1

Open the create dialog

Click Create on the Employees page.
2

Enter employee details

  • Employee Number: 7-digit unique identifier
  • Employment Type: Permanent, Casual, or Contract
  • First Name / Surname
  • Job Title: the employee’s position
  • Start Date: used for entitlement phase calculation
  • Store: assigned store (required)
  • Uniform Category: determines entitlement rules (required)
  • Department: optional
  • Manager: optional
  • Contact Number / Email: optional
3

Set sizing (optional)

Click the shirt icon to open the sizing profile and set shirt/golfer, trouser, jacket/jersey, and safety shoe sizes now or later.
4

Save

Click Save to create the record.
Creating an employee does not create a login account. Employees are records only; all ordering and entitlement activity happens on their behalf.

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Editing an employee

  1. Find the employee in the directory.
  2. Click Edit.
  3. Update the fields and click Save.
Changing an employee’s store triggers a confirmation prompt, because it moves the employee (and their entitlements) to another store.

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Setting garment sizes

  1. Find the employee and click the shirt icon.
  2. Select sizes for each garment type.
  3. Save the profile.
The sizing profile pre-fills the correct sizes when ordering.

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Bulk importing employees

1

Open the import menu

Click Bulk Import on the Employees page and choose Employees.
2

Upload your file

Upload a CSV with these headers:
  • Employee No.: employee number (required)
  • Employee Name and Surname: full name (required)
  • Store No.: store number (required, matched to existing stores)
  • Store Name: store name
  • Position: job title
  • Department: department name
  • Start Date: employment start date
3

Review the preview

The dialog shows the import data with validation status per row.
4

Import

Click Import to process the file.
The import:
  • Upserts by employee number (existing employees are updated, new ones created)
  • Matches stores by number or name, and departments by name
  • Can auto-create missing stores when the option is enabled
  • Returns a batch report with success and error counts

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Recording already received balances

When a client joins MUZE mid-cycle, employees have usually already received uniforms outside the system. Record those quantities so each employee’s remaining entitlement is correct from day one: remaining = allowed − in-system orders − already received. Balances are recorded against the employee’s current allocation phase only. You can record already received quantities two ways.

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Bulk import

1

Open the import menu

Click Bulk Import on the Employees page and choose Opening Balances.
2

Download the template

The template has four columns: Employee Number, Product Code, Phase, Quantity.
3

Fill one row per employee and product

The phase must be INITIAL or REPLACEMENT and must match the employee’s current allocation phase. The product code must match an allocated product. Up to 50 000 rows per file.
4

Preview

Click Preview import. The panel lists valid rows and every row that cannot be imported, with the reason per employee number. Nothing is written yet.
5

Import

Click Import opening balances. Only valid rows are written; re-importing the same employee and product overwrites the recorded quantity.

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Per employee

  1. Find the employee in the directory and click Edit.
  2. Expand Already received in the dialog. It lists the items in the employee’s current phase, with the product code, the allowance, what was already ordered, and the remaining count.
  3. Adjust each quantity with the stepper or type a number. Quantities are capped at the allowance.
  4. Click Save already received.
If the section shows no allocation, the employee has no matching entitlement rule set yet. Set up their rules first. Requires the opening balances manage permission (HR and Muze Admin).

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Deactivating

Select employees with the checkboxes and click Deactivate in the bulk toolbar. Deactivated employees are hidden from active views but their order history is preserved.