Administration

Employees

How it works

The Employees screen is your company's team roster. From here you manage the full account lifecycle: create, invite and activate, edit, then deactivate when someone leaves.

• Status: every employee is either active or deactivated. The list shows active people by default; turn on "Show deactivated" to see people who left and reactivate them.
• Privacy: regular colleagues see directory fields only (name, phone, team). Pay, bank details, passport and compliance data are visible only to the company admin or to the account owner themselves.
• Seat limit: adding a new employee or reactivating a deactivated one consumes a seat from your plan. If seats are full the system rejects the action and asks you to raise the limit first — see Plans & billing. (Company-admin accounts are not counted against seats.)

Add an employee and invite them

1. Open Employees from the menu, then click "+ New employee".
2. Fill in the details:
   • Name (required).
   • Email (optional, but required to email the invite automatically). An email already in use can't be reused.
   • Phone.
   • Role — "Employee" or "Company admin". (More in Role & permissions below.)
   • Teams — add the employee to one or more teams. See Teams.
   • Work days, required hours, shift start/end, work mode (onsite / remote / field), start date, and hourly rate.
3. Click "Add". The account is created with no password, and the employee is auto-added to the team chat.
4. The system mints an activation link immediately:
   • If the employee has an email and mail delivery is configured, they receive the link by email.
   • Either way the link is shown to you to share manually — activation never depends on email arriving.
5. The employee opens the link and sets their password, which activates their account.

Edit an employee

1. Click the employee's name in the list to open their card.
2. Edit what you need, then save.

Available fields depend on your access:

Role & permissions

Duwam separates role (who you are) from permissions (fine-grained grants that stack on top of the role):

• Role: from this screen you assign "Employee" or "Company admin". Granting the super_admin role is fully blocked — only another platform super admin can grant it.
• Permissions: grants such as create_employee, edit_employee, view_reports, manage_teams, manage_billing, and approve_leave are given per employee, raising their capabilities without making them an admin.

For the full list of roles and permissions and how to grant them, see Teams & permissions and Settings.

Deactivate and reactivate an employee

When someone leaves, don't delete their account — deactivate it. Deactivating hides them from the default list but preserves their full history (tasks, messages, attendance).

To deactivate (company admin):

1. Open the employee's card and click "Deactivate".
2. On deactivation, their sessions are revoked on every device and push notifications to their phone stop.
3. The system shows the outstanding custody still held by them (devices, equipment…) so you can complete handover — this is a reminder, it doesn't block the action.

To reactivate (company admin): turn on "Show deactivated", open the card, then click "Reactivate". Reactivating counts against your plan's seats.

Reset password

If an employee forgot their password or you need to force them to set a new one (company admin):

1. Open the employee's card and click "Reset password".
2. Their current password is wiped, their active sessions are revoked, and a fresh activation link is issued — share it with them just like the first invite.

Bulk-edit schedules

To set the schedule for a group of employees at once (company admin): select the employees (or "All"), then set shift start/end and/or required hours.

• Fixed window: set a start and end, and the system derives required hours from the window length (and handles overnight shifts crossing midnight).
• Flexible: clear the start and end and keep only the required hours.

FAQ

Q: I added an employee but they can't sign in. Why? The account is created with no password. They must open the activation link and set a password first. If the link is lost, open their card and click "Resend invite".

Q: "Resend invite" is refused and says the account is active. What now? Invites are for un-activated accounts only. For an active employee who forgot their password, use Reset password.

Q: Why can't a regular employee see colleagues' pay in the list? By design. Pay, bank details, passport and compliance data are hidden from everyone but the company admin; an employee sees only their own.

Q: I gave someone edit_employee but they can't change a colleague's pay or role. Why? That permission opens profile and work fields only — not role, permissions, pay, email, or status, and it never touches admin cards.

Q: The system refused a new employee because of seats. What's the fix? Your plan's seats are full. Deactivate someone who no longer works there to free a seat, or raise your plan limit — see Plans.

Q: I deactivated someone by mistake. Did I lose their data? No. Deactivation preserves their full history. Turn on "Show deactivated" and reactivate them (as long as a seat is free).

Quick reference