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Employee screen and Employee profile - Overview for Managers

Updated

Audience

This guide is for people managers and supervisors who use Roubler to view and manage employee information, including onboarding status, employment details, and day-to-day changes to employee profiles.

Description

The Employees screen gives you a high-level list of all staff you are allowed to see, with filters, bulk actions and export options. From here, you can quickly find employees, check their status, and open individual profiles.

The Employee profile is the detailed record for one person. It contains their personal details, employment and payroll information, locations and permissions, documents, leave and availability, and more.

Use this guide to understand what you can do on each screen and which sections to open when you need to review or update an employee.

Steps

1. Open and understand the Employees screen

  1. Go to Employees from the left-hand menu (web browser).

  2. You will see a list of employees you are allowed to manage, with columns such as name, status, location and position (actual columns depend on your account). 

Key tools on this screen typically include:

  • Filters – narrow the list by:
    • Status (e.g. Draft, Invited, Onboarding, Active, Terminated)

    • Location or other attributes, depending on setup 
       

       

       

  • Search – find a specific employee by name or ID.
     

  • Visible columns – choose which columns to display to focus on the information you need, such as external reference, position or primary location. 
     


  • Actions– Open the Employee profile by clicking on the pencil.  Re-send a Roubler invite to a new Employee by clicking on the Envelope. 
     

     

  • Download / Export – export the current employee list (with the selected columns) to a file for analysis or reporting. 
     

     

To open a specific employee profile, click the employee’s name in the list.

2. Navigate the Employee profile – overview of key sections

Once you open an employee, you will see multiple tabs or sections. Names may vary slightly by region, but commonly include:

  • Personal Information
    • Stores personal details such as name, date of birth, contact information and address.
    • Use this when contact details change or when verifying identity.

  • Address information

     

     

  • Additional information/Forms

    • If your organization has setup unique information to their company or forms, you will find that data in these tabs
       

     

  • Documents & Notes
    • Holds documents linked to the employee (e.g. contracts, policies, HR forms) and internal notes.

    • Use this to check what has been sent or signed via Roubler document workflows. 
       

       

  • Medical & Emergency

    • Stores emergency contact details and (if used) medical information captured during onboarding or later updates. 
       

       

  • Roster, Time & Attendance
    • Shows information related to rosters and timesheets for that employee (depending on your configuration).

    • Useful when checking shift patterns, attendance history or clocking issues. 
       


 

  • Leave & Availability

    • Displays current leave balances, leave history and upcoming leave.

    • Lets managers request leave on behalf of the employee or review existing leave in the context of their profile. 
       

       

     

  • Employee status / Employment

    • Shows whether the employee is Draft, Invited, Onboarding, Active or Terminated, and may include employment history like start/finish dates and reasons. 
       

       

     

Troubleshooting

Use this section when something on the Employees screen or employee profile does not look right.

1. “I can’t find an employee in the Employees list”

Possible causes and checks:

  • Filters are too narrow

    • Clear or adjust filters for Status (include Draft/Invited/Onboarding/Terminated as needed).

  • Location access or permissions
    • You can normally only see employees whose locations you have manager-level access to.

    • Ask HR/Payroll or your internal Roubler administrator to confirm your permission group and location access if you suspect this is the issue.

If an employee definitely exists but still does not appear, escalate internally with the employee’s name and (if known) their ID.

2. “I can see the employee but some tabs or fields are missing or read-only”

This usually indicates a permissions issue:

  • Some tabs (e.g. Financial & Payroll, Documents & Notes, Settings) may be restricted to HR/Payroll or higher manager levels for privacy and security.

  • If you believe you should have access, ask your internal HR/Payroll or system administrator to review your permission group.

3. “The pay group or payroll information doesn’t match what I expect”

In integrated setups, some screens show data coming from the payroll engine and others show Roubler-side data. If you see a mismatch:

  • Open the employee profile and go to Financial & Payroll to confirm which pay group or payroll settings are applied there (this is often the source used for what appears on the Employees screen).

  • If discrepancies remain, capture examples (employee, what you see vs what you expect) and send them to Payroll/HR for investigation.

4. “I can’t approve leave or manage certain actions for an employee”

If you can see the employee but cannot perform certain actions (e.g. leave approval, timesheet approval):

  • Check the employee’s Primary Location and your own location permissions – managers can usually approve only for employees whose primary location matches a location they manage.

  • If that looks correct, ask HR/Payroll or your internal Roubler administrator to confirm both:
    • Your permission group at that location, and

    • The employee’s reporting hierarchy or manager assignments.

Who to contact for help

If you still need help after following this guide, use internal support channels only:

  • HR or Payroll team / People & Culture
    • Questions about what you are allowed to edit on employee profiles
    • Issues with pay groups, employment status, right-to-work data, or leave balances

    • Requests to adjust who can see or manage particular employees

  • Internal Roubler/system administrator or IT/support team
    • Problems with visibility of employees in the Employees screen
    • Permission or location-access issues

    • Configuration questions about tabs, custom fields or reporting hierarchy on the profile

Provide them with:

  • The employee’s full name and, if known, Employee ID
  • The screen and section you are working in (e.g. Employees list, Financial & Payroll tab)

  • A short description of what you expected to see vs what you are seeing now

They will investigate and, if needed, handle any external escalation on behalf of your organisation