Employees · User Manual

What is it and what is it for?

An employee is a record in your general catalog of related parties (the same one used by Customers, Vendors and Contacts) flagged as "Is Employee". That's why the same person can simultaneously be an employee, a customer, a vendor, a sales rep, a technician, a purchase analyst, a mechanic or a manufacturing operator, as needed — you don't have to duplicate the record for each role.

The Employee record directly feeds Payroll and Human Resources processes (labor contracts, trainings, performance evaluations, vacations and time off), CRM (assigned activities), Fixed Assets (equipment handed over), Work Orders/Service Requests (assigned technicians), and sales reports (when the employee is also a sales rep).

Screens in this area

Screen	What it does
List	A table of every employee, with tabs to filter by active, all, sales reps, technicians, purchase analysts, mechanics, manufacturing operators, warehousemen or staff with portal access.
Card View	A visual gallery with each employee's photo, name, department, location, phone and email, as an alternative to the table list.
Details	A complete read-only record: general data, labor contracts (if your company has Payroll), custom fields, attached files and change log. From here you turn the employee's AdmCloud access on or off, change or remove their photo with the Change photo and Clear photo links (below the photo, without entering edit mode) and, if applicable, open their Dashboard.
Create / Edit	The form to register or update an employee. You can pre-fill it from an already-interviewed Candidate, duplicate an existing employee as a starting point, or use "Smart Paste" to let AI fill in the form from a pasted résumé or text, or from a copied image (a screenshot or a photo) whose text is read automatically.
Dashboard	A panel with the employee's monthly and yearly indicators: activities, sales and collections (if a sales rep), work orders or service requests (if a technician), assigned fixed assets, trainings, performance evaluations, salary and position change history, time off and vacation balance, and personnel actions.
Emails	A text box listing active employees' emails (filterable by class, department or location) with a button to copy them all at once and paste them into your email client.
Inline Editing Beta	An editable grid to bulk-update frequent data for several employees at once (bank, insurance, pension fund, payment method, gender, marital status), without opening each record separately.
Org Chart	A hierarchy diagram built from each employee's "Supervisor" field, showing each person's photo, position, department and location. You can search, expand and collapse branches, zoom in or out, switch the orientation and print it. It only includes employees with Employee Portal access enabled.
Support Users	A screen to grant or revoke, with one click, AdmCloud access for Fortech's support-team accounts, for when you need direct help inside your account.
Users	A list of everyone with AdmCloud access (employee or not), grouped by user group, with their last login, contracted-license usage, and a quick panel to create a new user.

How to use the org chart

The org chart draws one card per employee with their photo (or their initials when there is no photo), their name, their position and their department and location. The hierarchy comes from the Supervisor field on each record, and the card footer shows how many direct reports that person has.

Filter by department or location in the header. The chart redraws on its own, without reloading the screen, and it also includes the departments and locations that hang from the one you pick.
Search for a person by name, position or department. Matching cards are highlighted and the rest are dimmed; the tree expands so no match stays hidden inside a collapsed branch.
Click a card to highlight its reporting line up to the top level. Click again to clear the highlight.
Open the record with the Detail link in the card footer: it shows the person's email and phone plus a link to their full record.
Expand or collapse branches with the round button under each card that has people reporting to it, or all at once with Expand all and Collapse all.
Move around the canvas by dragging with the mouse and zooming with the wheel, or with the zoom in, zoom out and Fit buttons, which frames the whole chart.
Switch the orientation between vertical (top down) and horizontal (left to right). The horizontal one reads better when the company has many levels.
Print with the Print button: it fits the whole chart into view and opens the browser print dialog, where you can also save it as a PDF.

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If your company has several people without a supervisor —or the filter leaves someone's manager out— the chart adds a card with the company name on top and hangs all those branches from it, so you always see a single tree.

⚠️

The org chart draws at most 500 employees. Beyond that the screen becomes extremely slow when the tree is expanded, so only the hierarchy levels that fit completely —the topmost ones— are shown, along with a notice stating how many employees there are in total and how many levels you are seeing. If not even the first level fits, the chart is not generated and the notice explains why. Either way the way out is the same: filter by department or location to narrow the set; that filter runs on the server, so the chart for the area you pick is drawn complete and fast.

How to create an employee step by step

Open the Employees list and click New. You need the "add" level of the Employees permission. If the employee comes from a recruiting process, you can open it directly from their Candidate to pre-fill their data.
Fill in the first and last name. These are the only required fields on an employee record. Also add the rest of the general data that applies: position, department, division, location, supervisor, phone numbers and email.
Set any additional roles if the employee is also a sales rep, technician, purchase analyst, mechanic or manufacturing operator, by checking the matching box.
Turn on AdmCloud access if this person needs to log in to the system, with a valid email and their user group. If they'll also have Employee Portal access, check that option so they show up on the Org Chart.
Fill in the payroll data that applies (payment method, bank account, health and life insurance, pension fund) if your company runs payroll for this employee.
Save. The employee is immediately available in reports, the org chart (if they have portal access) and any other screen that references them.

Roles and access an employee can have

Since the Employee record shares a table with Customers, Vendors and Contacts, each record can combine several roles at once. These are the ones you can turn on from the record:

Employee: the person works for your company. Requires a first and last name.
Customer / Vendor: the same person also buys from or sells to you (for example, an employee who also owns a vendor business).
Sales Rep / Technician / Purchase Analyst / Mechanic / Manufacturing Operator: operational roles that make the employee available to be assigned sales, work orders, purchase orders or production orders, as applicable.
Warehouseman: available when your plan includes Warehouse Management (WMS).
AdmCloud Access (AllowAccess): the person can log in to the system as a user, with their own user group and permissions.
Employee Portal Access: enables the employee's self-service portal login and their appearance on the Org Chart.

You can't uncheck every role at once: the record must always keep at least one (Employee, Customer, Vendor, AdmCloud Access, Sales Rep, Technician, Purchase Analyst, Mechanic or Manufacturing Operator).

Key fields

Field	What it's for
Code	The employee's identifier. It can be numbered automatically depending on the screen's configuration; if you type it manually, it cannot repeat with another employee's.
First Name and Last Name	The only required fields for any record flagged as an Employee.
Employee Class, Department, Division, Position, Location	Organizational classifications used to filter lists and group reports.
Supervisor	The employee they report to; this is the data that builds the Org Chart's hierarchy.
Phone, Mobile Phone, Email, Personal Email	Contact details. The primary email is required if the employee will have AdmCloud access. If the employee is a sales rep, their customers see a single phone number for them in the customer portal and in emails drafted with artificial intelligence: the Mobile Phone or, if there's none, Phone 1 (with its extension) or Phone 2.
Personal Phone	The employee's personal number, for internal use. It's never shown to customers: store it here, and not in Mobile Phone, if you don't want their customers to see it.
Fiscal ID	The person's tax ID; in the Dominican Republic its length is validated depending on whether it's a personal ID or a company RNC.
Payment Method, Bank Account	How and into which account their payroll is paid.
Health Insurance, Secondary Health Insurance, Life Insurance, Pension Fund	The insurance and pension companies assigned to the employee, used in payroll calculations and reports.
Gender, Marital Status, Birthdate	Demographic data used in labor and HR reports.
AdmCloud Access / User Group	Whether the person can log in and with what permissions.
Employee Portal Access	Enables the employee's self-service and their appearance on the Org Chart.
Inactive	Flags the employee as no longer with the company; turning it on automatically revokes their AdmCloud access.
Photo	The image shown in Card View, the Org Chart and their record. In lists and Card View the photo is cropped to a square, so every photo shows at the same height regardless of the original image's aspect ratio. To change it quickly, use the Change photo link below the photo on the employee's record: pick an image from your device and the photo is replaced right away. Clear photo removes the photo from the record (the file is kept in Documents). The links only show if you have permission to edit employees.

Validations when saving

First and last name are required for any record flagged as an Employee.
At least one role must stay active: you cannot uncheck Employee, Customer, Vendor, AdmCloud Access, Sales Rep, Technician, Purchase Analyst, Mechanic and Manufacturing Operator all at the same time.
Marking Inactive automatically revokes that employee's AdmCloud Access.
The company owner cannot lose access. The owner holds the subscription and must always be able to manage the account, so on their record you cannot clear AdmCloud Access, mark them Inactive (which would remove access), or use the "Remove Access" button on the Details screen: those options are blocked.
The company owner cannot lose the Administrators user group. You may add other groups, but the record must keep at least one administrator user group when saving.
Email is required and must be valid if the employee has AdmCloud Access turned on.
Code must be unique among employees (if you're not using automatic numbering).
Name must be unique among employees when there's no code or automatic numbering configured.
Email must be unique among active employees: two active employees can't share the same email, because the Employee Portal identifies the user by their email.
Email must be unique among AdmCloud-access accounts: this is a separate check from the one above; two accounts with system access can't share an email either.
Bank account must be unique: the combination of bank and account number can't repeat across employees.
Fiscal ID length is validated for Dominican Republic companies (9 digits for a company RNC, 11 for a personal ID).

Deleting an employee

You can't delete an employee in the following cases; the system shows you exactly what's blocking it:

It's the user you're currently logged in as.
It's the last remaining user with AdmCloud Access in your account.
It's linked to Budgets, Promotions, Files they uploaded, legal Document Expirations, or Interviews where they're listed as the interviewer. In these cases you're shown the specific list of dependent records so you can reassign them first.

Availability, plans, modules and preferences

The Employees record and its list are available on every plan with the corresponding permission; the basics (name, position, contact, roles and AdmCloud access) don't require a special module.
The Labor Contracts tab on Details only appears if your plan has the Payroll module active.
The skills reports, and the fixed assets, trainings and performance evaluation sections of the Dashboard, require the Enterprise Human Resources (HHRR) module.
The employee's Dashboard is only available if your plan includes the matching capability and the "Employee Dashboard" beta feature is turned on in Preferences/Beta Features.
The Dashboard's salary change and position change history sections require the matching beta features to be turned on, plus the user having view permission on Payroll.
The "Smart Paste" AI autofill button on Create requires its matching beta feature to be turned on.
The Subsidiaries tab on the record only appears if your plan has Subsidiaries enabled and the matching beta feature is active.
The "Purchase Analysts" tab requires the Advanced Purchasing module; the "Warehousemen" tab requires the Warehouse Management (WMS) module.
The link to create custom fields from the form requires the Enterprise Custom Fields module.
The Inline Editing tab requires its matching beta feature to be turned on.
The Users screen warns you when the number of registered users exceeds the number of licenses included in your plan.

Tips and common pitfalls

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Set up your supporting catalogs first. Before loading your staff, create your Employee Classes, Departments, Divisions and Locations, so every employee record is complete and consistent from the start.

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Can't save an employee with AdmCloud access? Check that the email is valid and that no other active employee or access-enabled account is already using it: these are two separate email checks and both must pass.

⚠️

An employee isn't showing up on the Org Chart? Only employees with Employee Portal Access enabled on their record are shown; turn that option on if you need them to appear.

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Creating a user from the "Users" tab doesn't create an Employee. The quick "New User" panel only grants AdmCloud access; if you need to actually register a staff member, use "New Employee" from the Employees list.

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Inline Editing is a Beta feature. Handy for bulk-updating payroll data across several employees at once, but always review the changes before saving.