Employees is in the navigation under Work and belongs with your Planning and Relations: it is in the same packages, and switching on Planning switches on Employees too. Without Employees in your package the screen is not there. This is where you record who works for you: one file per employee, with everything you need and nothing someone else should not see.
Overview, teams and assigning
At the top are five tiles: who is employed, who has no account, who is absent today (and this week), this month's approved hours against what the schedule asked for, and files whose retention period is almost over. Click a tile to filter the list. Below that you choose teams as chips (several at once, or No team), search by name, role or email and sort. On a phone the table becomes a list of cards.
Select people in the list to add them to or remove them from a team in one go. You create a new team through Add more; it is the same team as in Planning. The Per team tab shows the members of each team, and lets you add someone by searching.
Adding people
New employee only asks for name, role, teams and email; you fill in the rest later in the file. Add more, Several at once, takes a pasted list or csv (name, role, team and email). You first see what would happen, with the error per line if there is one, and nothing is saved until you confirm. Lines with an error are skipped. Inviting someone with an account goes through Access.
Assigning work
Wherever you link someone to work, such as an appointment, route, item or day plan in Planning, a deal in Relations or a reaction in Social, you choose from the same list of employees. You can assign an employee without an account (it says No account); this gives them no access. The picker never shows a salary.
A file
A name is enough to start. After that you fill in role, start date, contract hours, email address, phone number and an emergency contact. An employee can have an account (then they can log in) or no account (then they are only a file). You can link an account later.
You search by name, role or email address. You filter by employed, no longer employed, without account or retention period over, and by team. The list never shows salary or emergency contact.
Teams, schedule and hours
The teams are the same as in Planning (the Teams folder in the sidebar). You put an employee in one or more teams, with hours per week and a role. If they do not have a place in the calendar yet, they get one when you save, even without an account. You manage schedule, absence (without a reason) and approved hours in Planning; the file shows what is set there for this person.
Documents
In the private folder you put a contract or another document: a PDF or an image, at most 10 MB. It appears in no library, share link or export of the workspace; you can only download it in the file. A PDF with scripts or embedded files is refused. Every time someone opens a document, it is recorded in the History. Documents are stored encrypted, with a key of their own per document; a copy of the disk or of a backup is unreadable without the platform's master key (which is not in the backup).
Salary or hourly rate
Salary and hourly rate are only for the owner and administrators, and always behind a code from your authenticator app: every time you view or change it. A change is a new entry with a start date, so the history stays correct. The amount is stored encrypted and appears in no list, the History, an export without that permission or the MCP output. With the contract hours the file converts a monthly salary into an hourly cost and shows what this month's approved hours cost.
Who can do what
| Permission | What |
|---|---|
| Read employees | See everyone's files, without salary |
| Manage employees | Add, change, teams, documents, end of employment |
| Salary | See and set salary or hourly rate, with a code |
| Privacy | Access export and erasure, with a code |
| Own file | Only see your own file, without salary |
Owner and administrator have all of these; a maker or reader only has their own file. An agency and Denkploeg platform administration have no access here: personnel data belongs to the workspace itself. A separate HR role can later get only these permissions.
Retention, access and erasure
- Retention period. Two years after the end of employment. Nothing is erased automatically: files whose period is over appear in their own filter and a person decides. For payroll data a legal retention duty may apply; you assess that yourself.
- Access export. Everything we have on the person, as a file: file, emergency contact, teams and the list of documents (and the salary, if you also have that permission). With a code.
- Erasure. Only possible after the end date has been set. First the screen shows what goes and what stays. Details, emergency contact, salary, documents and team memberships are removed. The calendar slot stays anonymous as Former employee, so appointments and approved hours keep their reference. If the slot belongs to an account that is still a member of the workspace, it is only detached from the file and their teams and schedule stay. You close the account itself in Access. Erasure needs a code and appears in the History without any data.
- Backups. What you erase is gone from the workspace at once. A server backup keeps the last 7 days, 4 weeks and 6 months; an erased document is still in there, encrypted, until the last snapshot that contained it expires (at most 6 months), and is not restored. Documents from before the encryption (October 2026) are still unencrypted in older backups until those expire.