Manage employees and team structure

Manage employee records and the reporting structures that control visibility and approvals in flair. This guide also covers employee history, data imports and exports, version details, and record deletion.

Who can use this?

HR Admins and Salesforce Admins manage employee records in Salesforce. Managers view their teams in the Employee Hub.

Understand team structure

flair uses three structures for different purposes:

Structure	What it controls
Company Structure	Manager assignments control who sees whom in the Employee Hub and provide the hierarchy for approval processes. Managers see their direct reports.
Teams	Salesforce Team records group people for workflow tasks, approvals, automations, and reports.
Departments	Department values support employee filtering, segmentation, analytics, and reports.

Employee Hub widgets such as Anniversaries and Birthdays use the manager hierarchy. Their visibility includes direct reports and siblings, meaning employees who share the same manager.

Review your team in the Employee Hub

1. In the Employee Hub, open Team → People.
2. Select a team member to view their personal details, timesheets, and history.
3. Review the right pane for timesheets, expenses, and absence requests that need your approval.

Create an employee

1. In flair HR, open Staff & Docs, and click New Employee. You can also click New on Employees.

   

2. In Basic Information, enter the employee's Name, Start Date, Position, and Workload Template.

3. Optional: On Additional Information, enter the employee's company email address and phone number.

   

4. Save the employee record.

5. If the employee does not yet have a position, open the employee record, and click New in Employment Terms.

   

6. Enter a name and Start Date for the Employment Term.

7. In Position, select an unfilled position or New Position.

8. Click Save. The employee receives the position through the Employment Term.

   

After the Integration User enables the Employee Hub in the Setup Assistant, add a valid company email address in Contact Information to give a new employee Hub access.

Set a preferred name

Set a Preferred Name to display a different name for the employee, such as a nickname, instead of the automatic combination of First Name and Last Name.

1. On Employees, open the employee record.
2. Click Edit.
3. In Preferred Name, enter the name to display, and click Save. flair uses this value as the employee's Name wherever flair displays it.

note

Clear Preferred Name and save the record to return the employee's Name to the automatic combination of First Name and Last Name. HR Admins and Salesforce Admins set Preferred Name on the employee record in Salesforce; employees cannot set it themselves in the Employee Hub.

View employee history

Employee History records changes to salary, position, contact details, manager, and other employee data.

View history in the Employee Hub

1. In the Employee Hub, open My Team.
2. Select a team member.
3. In the top navigation, select History. Events appear from newest to oldest.
4. Optional: Use the filter menu to show event types such as manager, salary, or absence changes.

View history in Salesforce

1. In flair HR, open Employees.
2. Select an employee.
3. Open History.
4. In View, select the vertical list or horizontal timeline.
5. In the vertical view, select an event to compare its previous and new data and see who changed it.
6. In the horizontal view, drag the blue slider to move through the timeline.

Change an employee's manager

Change the Parent Position or assign another employee to the existing parent position.

1. On the employee record, identify the current manager and position.

   

2. On Company Structure, select the employee's position.

3. Click Edit.

4. Change Parent Position to the new manager's position.

5. Click Save. The company structure and Hub visibility use the new reporting line.

   

Fix an invalid reporting structure

Positions with invalid reporting lines appear at the bottom of the left pane on Company Structure. A reporting loop occurs when a chain of managers eventually reports back to one of its own members. All connected positions then become invalid.

1. On Company Structure, enable Display positions with invalid reporting structure.
2. Select a position in the invalid group.
3. Change Parent Position so the reporting chain no longer contains a loop.
4. Click Save. The positions return to the valid company structure.

Update employee data in bulk

Use the Salesforce Data Import Wizard to update employee records from a CSV file.

note

You cannot update Manager, Start Date, or End Date directly on the employee record. Change the related Position or Employment Term instead.

Upload the employee data

1. In Salesforce, open Setup.
2. In Quick Find, enter Data Import.
3. Open Data Import Wizard.
4. Click Launch Wizard.
5. Select Custom objects → Employees.
6. Click Update existing records.
7. Under Match by, select Salesforce ID for the most accurate match or Name for a simpler match.
8. If the CSV excludes relationship fields such as Cost Center or Feedback Manager, keep the other matching fields set to --None--.
9. Upload the CSV file.
10. Click Next.

Map and import the data

1. Review the automatic field mapping and its examples.
2. To correct a mapping, click Change, find the field, and click Map.
3. Click Next.
4. Click Start Import. Salesforce opens the import job overview and identifies failed records.

Export employee data

Export selected data with a report

flair includes reports such as Working Time Report for working times and absences. Create a custom Salesforce report when the included reports do not contain the fields you need.

1. Create a report with the Absences with Absence Days and Employee report type.
2. Add these columns: Employee: Full Name, Absence: Absence Name, Employee Absence Category, Absence Day: Absence Day Name, and Amount.
3. Filter the report by absence category if needed.
4. Click Run.
5. Export the report data.

Export all flair data

1. In Salesforce, open Setup.
2. In Quick Find, enter Data Export.
3. Open Data Export.
4. Click Export Now.
5. Under Export File Encoding, select Unicode (UTF-8).
6. Select Include images, documents, and attachments.
7. Select the data to export. Select all data for a complete backup.
8. Click Start Export. When the export is ready, Salesforce adds its download link under Action.

Find the Salesforce API and flair package versions

1. In Salesforce, open Setup.
2. In Quick Find, enter API.
3. Open API.
4. Click Generate Enterprise WSDL.
5. Click Generate. The generated page shows the Salesforce API version and installed flair package version.

Delete an employee

For an employee who leaves, set End Date on the employee record instead of deleting the record. The employee becomes inactive, while your organization retains data that may be subject to legal retention periods.

Delete an employee only when the record should not be retained, such as when a new hire withdraws before starting.

danger

Deleting an employee and the records linked to that employee is irreversible. Confirm your organization's data-retention requirements before continuing.

1. On Employees, open the employee record.

2. Click Delete next to the employee's name.

   

3. If Salesforce lists related records, record their types and names. Common related records include timesheets, workloads, absence allowances, and performance reviews.

   

4. In the App Launcher (⋮⋮ grid icon), search for the first related-record type, such as Employee Notification Messages.

5. Open the record type, and select All.

6. Click the funnel icon, and then click Add Filter.

   

7. Filter by the exact record name from the error or by the employee's name.

8. Delete each related record returned by the filter.

9. Repeat the search and deletion for every related-record type.

   

10. Return to the employee record, and click Delete. Salesforce deletes the employee after no related records remain.

Troubleshooting

An employee is missing from Company Structure

Check these conditions:

• The employee has an active Employment Term.
• The Employment Term's Start Date has passed, and its End Date has not passed.
• The reporting structure has no loop.
• An active position is available under HR → Positions → Empty.

If no suitable position exists, create a position and assign its parent position. For Employment Term details, see Update Employment Terms.

Related articles

• Employee Hub
• Create and organize Salesforce reports
• Create and manage positions
• Manage licenses