Employee Basic Information

Manage personal details, access, teams, contract terms, working time, salary, banking, and insurance data.

Open Your Company → Employees, select an employee, then open Basic Information on the right.

This tab manages the employee’s master data and work-related information, including personal details, Leadtime access, working-time rules, salary, and insurance. Its sections keep the most important employee information organized in one place.

Select the profile picture to enlarge it.

To delete an employee, open the three-dot menu on the right. We recommend deactivating former employees instead of deleting them.

Master data

Master data contains the employee’s personal and contact information. Select the pencil icon in the top-right corner of Basic data to edit it.

Edit personal data

• Title: Optional academic or professional title, such as Dr. or MBA.
• Degree: Optional highest educational qualification.
• Email: Primary address used for internal communication and system access.
• First name / last name: The employee’s full name.
• Profile picture (avatar): Select Pick file to upload or replace the picture.

Address and contact

• Country: Select from the dropdown.
• Postal code, city, street, house number: The complete home address.
• Date of birth: Select from the calendar.
• Phone number: The employee’s direct number.

Actions

• Save: Apply the changes.
• Cancel: Close without saving.

Employees can access this data from their Profile.

Leadtime Access

This section controls whether the employee can use Leadtime and which permissions apply. Select the pencil icon to edit it.

Fields and options

• Can log in to Leadtime:

  Enable this option to allow the employee to sign in. Disable it to prevent access.

• User role:

  Choose the employee’s system role. The role defines the functions and data they can access.

Billing notice

A red notice explains that active users with login access affect monthly billing. Adding users can increase the total cost under your current plan.

• Save: Apply the changes.
• Cancel: Close without saving.

Inviting employees to the Workspace affects your subscription.

Teams

Assign the employee to one or more teams. Teams organize collaboration and simplify project, task, and responsibility assignments. A person can belong to several teams, such as a project team and a support team.

Select the pencil icon to edit the assignment. Configure teams under Teams.

Fields and options

• Teams: Select one or more existing teams. Selected teams appear as chips with their names and icons.
• + Create new team: Create a missing team directly and add it to the selection.
• Save: Assign the selected teams.
• Cancel: Close without saving.

Terms of employment

Record core contractual information such as position, employment type, start and leaving dates, and tax details. These details support HR and payroll. Select the pencil icon to edit them.

Fields and options

• Position: The employee’s current role, such as managing director, project lead, or support specialist.
• Employment type: Choose a permanent contract, fixed-term contract, freelancer, or another available type.
• Start date: The date employment began.
• Leaving date: Optional end date. Without one, the employment remains active.
• Income-tax class: The tax class relevant to payroll.
• Save: Apply the data.
• Cancel: Close without saving.

Working time and salary

This area combines working conditions and compensation details in two tabs: Working conditions and Salary settings.

Working conditions

Manage working time, vacation entitlement, and time-tracking reminders.

Fields and options

Holiday source:

Choose the country or region whose public holidays and leave rules apply to this employee. Learn more under Public holidays.

If you do not choose a source, Leadtime uses the holidays for the Workspace’s country. Select another source for employees who live abroad and are unavailable on different days from the rest of the team.

Billable hours per day:

Set the employee’s time-booking target. This is the expected billable time per day and supports productivity monitoring.

Observer:

Optionally assign a person, such as a team lead, to monitor the employee’s time tracking.

Notifications:

• Remind the employee when no time was recorded on the previous day.
• Remind them when they did not clock in.
• Automatically activate the intrusive mode when time tracking was not started on time.

Weekly working time

Select + Plan to define or change weekly working time. Each period contains:

• Since: Start date of the rule
• Working days: Defined days of the week
• Hours: Working hours per week

Planning periods supports changes such as reduced hours, parental leave, or a new contract. Leadtime retains the history and applies each interval automatically to capacity planning, time tracking, and vacation calculations.

Vacation days

Use + Plan to store annual vacation entitlement, optionally from a chosen start date. This also represents future changes, such as additional leave after longer service.

For example, if an employee moves to 20 hours per week in 2025, create a new rule from that date. Leadtime applies it automatically.

Learn more under Leave Management.

Salary settings

This tab contains salary data and bonuses.

Fields and options

Salary:

Plan agreed salary adjustments in advance. Leadtime applies each change automatically on its start date, ensuring that raises, promotions, and contractual adjustments take effect on time.

Select + Plan to add a salary interval:

• Since: Date the salary becomes effective
• Salary: Gross monthly amount

Bonus payments:

Select + Add to record a one-time payment such as a bonus or holiday payment:

• Date: Due date
• Amount: Payment amount
• Reason: Purpose or description

Learn more under Employee – Salary.

Bank details

This section contains the information required for salary transfers and other financial transactions:

• Account holder: The name on the account.
• IBAN: The employee’s international bank account number.
• Bank and BIC: Bank name and Bank Identifier Code.

Changing bank details requires additional verification. Enter the one-time six-digit code sent by email before editing and saving the information. This protects sensitive payment data from unauthorized changes.

Insurance data

Store the employee’s important social-insurance details.

Fields

• Health insurer: Name of the employee’s health-insurance provider.
• Health-insurance number: The employee’s policy number.
• Social-security number: The employee’s social-security identifier.
• Pension insurance: The employee’s pension-insurance number.