> ## Documentation Index
> Fetch the complete documentation index at: https://manual.muzemus.online/llms.txt
> Use this file to discover all available pages before exploring further.

# Managing employees

> Create, edit, import, and manage employee records. This is the reference page for Administrators and HR.

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.

<Note>
  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.
</Note>

## Viewing employees

The directory is paginated and searchable by employee number, name, or email, and filterable by store.

| Column                     | Description                           |
| -------------------------- | ------------------------------------- |
| **Employee No.**           | Unique employee identifier (7 digits) |
| **Name**                   | First name and surname                |
| **Store No. / Store Name** | Assigned store                        |
| **Position**               | Job title                             |
| **Department**             | Assigned department                   |
| **Start Date**             | Employment start date                 |
| **Sizing**                 | Whether garment sizes have been set   |

An amber **"Missing sizing"** warning appears when an employee's garment sizes have not been set.

## Creating an employee

<Steps>
  <Step title="Open the create dialog">
    Click **Create** on the Employees page.
  </Step>

  <Step title="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
  </Step>

  <Step title="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.
  </Step>

  <Step title="Save">
    Click **Save** to create the record.
  </Step>
</Steps>

<Note>
  Creating an employee does not create a login account. Employees are records only; all ordering and entitlement activity happens on their behalf.
</Note>

## 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.

## 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.

## Bulk importing employees

<Steps>
  <Step title="Open the import dialog">
    Click **Import** on the Employees page.
  </Step>

  <Step title="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
  </Step>

  <Step title="Review the preview">
    The dialog shows the import data with validation status per row.
  </Step>

  <Step title="Import">
    Click **Import** to process the file.
  </Step>
</Steps>

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

## 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.


## Related topics

- [Managing employees (HR)](/hr/managing-employees.md)
- [Introduction](/getting-started/introduction.md)
- [Managing clients](/administrator/managing-clients.md)
- [Managing orders](/administrator/managing-orders.md)
- [Managing departments](/administrator/managing-departments.md)