The person page and employment information

To access a person’s profile in Simployer HRM (i.e., the person page), the easiest method is to use the search bar at the top right.

When you click the name, the person’s page in Simployer HRM will appear.

This is what a user with the role System Administrator or HR Administrator (see the document “Roles – Extended Permissions”) sees.
It is also how the employee sees their own page. All employees are expected to update their own personal information via the menu: About Me -> My Info.
Here, they can enter, for example, information about next of kin and children (the latter is used to calculate care days for child sickness absence or as master data), or changes in residence.

In addition to general personal information, Simployer HRM includes both employment information (under Employment on the person page) and affiliation.
These two data types cannot be changed by the employee themselves.

Affiliation refers to the department where the person primarily works (or most of the time, if they hold multiple positions).
An employee can have only one affiliation and one manager, but multiple positions.

In the screenshots shown above, Kurt Gundersen is the manager of Example Employee No. 2.
If we click the pencil icon next to Affiliation, we see that the employee is affiliated with Production, even though Gundersen is not manually selected as the manager.
This is because Kurt Gundersen is the manager of the Production department, which is selected as the employee’s affiliation.
If the employee should report to someone else than the department manager, a different manager can be specified manually—this overrides the organizational structure.
If the employee reports to the department manager, you do not need to specify a manager.

Clicking Employment on the person page displays the employment information for that individual.

The employee number is always tied to a legal entity. In this example, employee number 107 belongs to "Company 1". This is what we call an employment.
An employee number cannot be used by more than one person (active or inactive) within the same legal entity, but the same number can be reused across different legal entities.

Each employment can have one or more positions registered.
In the example, the employee holds a position as Warehouse Manager, and this position—like their affiliation—is connected to the Production department.
If there is only one position registered, it should typically be assigned to the same department as the employee’s affiliation.

Unlike affiliation, a person can have multiple positions and multiple employments (with different legal entities).
You can also register ongoing, historical, or future positions.

To add a new position, click the context menu to the right of the employment, then select New Position.

A form will appear where you enter employment type, start date, and optionally an end date (not typical for permanent roles).

You must also select a position title, department, and FTE percentage.

If the desired position isn’t available in the dropdown, you must first create it under:
Menu -> Manage -> Administration -> Master Data -> Positions
(See the document “Sizes and Values and Administration”).

If you enter both start and end dates in the past, the position will automatically be treated as historical.

For future positions, you can use the "New Position (Successor)" function in the position’s context menu. Alternatively, when adding a new position from the employment’s context menu, you can select "Successor of an existing position".

Using this feature marks the new position as the successor of the current one, and Simployer will display this under Employment when the new role becomes active.
If no end date is specified for the current position, the system will automatically set the day before the new position's start date as its end date.
This ensures continuous employment history and correct master data.

If you know the end date of an employee's job, you should register it on the position:

On the next screen, you set the correct end date and termination reason.

Simployer HRM distinguishes between an active employment/position and an active person/user.
This means that when a position ends (a notification is sent to the manager 14 days before), the person must also be deactivated.

A deactivated person is not visible to any employee or manager and can only be searched for by system/HR admins under My Company (navigate to People and select Inactive).

If you do not deactivate someone who no longer works for the organization, they will still be able to log into Simployer HRM.

To deactivate the person, search for them and select Deactivate from the top menu (next to About Me) on the person page.

Click Deactivate again on the confirmation screen.

You’ll then see a message suggesting that you delete sensitive data using the Privacy Tool in Simployer HRM.
You can follow the link to do so. However, it's often advisable to wait as long as there is still a legitimate need to retain the data—for example, if the person might return.

Still, you should always have clear routines for using the Privacy Tool in Simployer HRM to ensure that your organization does not retain data on former employees longer than necessary.
To use the tool, go to: Menu -> Manage -> Administration -> User Management -> Delete User Data.
Read the information page carefully before proceeding, and ensure you’ve exported any important data from Simployer HRM before deletion.

From the top menu on the person page, you can also send a new password setup link if the person has forgotten their login details (see the document Create New Person for more info).