Editing an Employee Record

This article explains how to open an employee’s record and navigate the four tabs available in the employee modal — Profile, Security, Badges, and Health & Safety.

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Opening the Employee Modal

Navigate to Employees in the sidebar to open the employee list. Click the Edit button (blue, labelled “Edit”) on any row to open the employee modal. You can also click the employee’s name — it opens the same modal on the Profile tab. The modal header shows:

• “Edit Employee” as the title
• The employee’s unique ID below the title (e.g. EMP-A3F7K2)
• A close (×) button in the top-right corner

Unsaved changes: If you make changes and try to close the modal without saving, a confirmation prompt will appear. Click Discard to lose changes or Keep editing to stay.

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Navigating the Four Tabs

The modal has four tabs along the top. Click a tab to switch, or use the keyboard shortcuts Ctrl+1 through Ctrl+4.

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Profile Tab

The Profile tab contains all the core employee information. See Adding a New Employee for a full field reference. Key points when editing:

• Employee ID is read-only after the record is first saved — it cannot be changed
• Department must already exist in Settings → Departments before it can be selected
• Custom fields appear at the bottom of the form if your admin has defined them in Settings → Custom Fields

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Security Tab

The Security tab controls how the employee’s badge behaves during scanning and what access restrictions apply.

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Badge Status

The Status dropdown has three options you can set directly:

Note: Pending and Terminated statuses are set through the employee list actions (Approve, Terminate), not from this dropdown.

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Access Zones

Access zones define which physical areas this employee can enter. When a check-in device is assigned to a zone, it will only grant entry to employees assigned to that zone.

• The current zones appear as removable tags — click × to remove one
• Use the zone dropdown to add additional zones from the list defined in Settings → Access Zones
• If no zones are assigned, the employee can be scanned at any device (zone restriction is not enforced)
• Click Manage Access Zones to open the zone settings page

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Security Controls

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2FA PIN Details

When Require PIN After Scan is enabled:

• A 4-digit numeric field appears
• Click Generate to create a random PIN automatically
• The PIN is shown in plain text until the record is saved — after saving, only •••• is displayed with a Reset button
• The PIN is stored encrypted; share it with the employee separately

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Time Restricted Access

Enable the Time Restricted Access checkbox to restrict when the employee’s badge is valid:

• Set From and Until times using the time pickers
• Toggle individual days using the Su Mo Tu We Th Fr Sa buttons (blue = allowed)
• The default when first enabling is Monday through Friday, 09:00–17:00
• Outside the allowed window, scans are denied with an “outside schedule” message

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Advanced Features

Three additional security settings are grouped in an expandable section:

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Badges Tab

The Badges tab shows the complete badge history for this employee — every badge ever issued, its current status, and its issue/deactivation dates.

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Issue New Badge

Click Issue New Badge to generate a new badge with a unique Badge ID. This:

1. Creates a new badge entry with status Active
2. Deactivates any currently active badge (sets it to Inactive with a deactivation timestamp)
3. Updates the employee’s activeBadgeId

The Issue New Badge button is disabled if the employee already has an active badge, or if the First Name or Last Name fields on the Profile tab are empty.

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Badge List

Each badge in the history shows:

• Badge ID — the unique identifier (e.g. BDG-X7K2M9)
• Issued date — when the badge was created
• Status — Active (green), Lost, or Inactive
• Deactivated date — shown for inactive/lost badges

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Revoking and Reactivating

• Revoke (shown on active badges) — marks the badge as Lost and deactivates it. A confirmation prompt appears before the action is applied.
• Reactivate (shown on inactive/lost badges) — restores the badge to Active. Disabled if another badge is already active or if the employee’s name fields are empty.

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Health & Safety Tab

The Health & Safety tab stores sensitive employee data for emergency and safety management.

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Adding a Safety Certification

1. Click Add Certification to reveal the form
2. Enter the certification Name (required), Cert Number (optional), Issued Date, and Expiry Date
3. Click Add Certification to save it to the list

Certifications with an expiry date are automatically flagged:

• Expiring Soon (within 30 days) — amber pill
• Expired — red pill

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Saving Changes

Click Save in the bottom-right corner of the modal, or press Alt+S. The button is disabled if either First Name or Last Name is empty. A spinner appears while the save is processing. After a successful save, the modal remains open so you can continue editing.