Employee Management

Employee Profiles

Every team member gets a rich profile that captures their personal details, role information, location, and employment history. Profiles are the foundation for compensation, skills tracking, and document management.

Creating an Employee Record

Employee creation uses a multi-step form that guides you through each section of the profile. When you submit the form, Belvak checks the required fields and takes you back to anything that needs attention.

1. Navigate to Employees from the sidebar and click New.
2. Step 1 - Personal Info: Start with the CV & Documents field at the top of the step and upload the employee's CV if you have one. When the first file you add is a PDF or DOCX, Belvak can read it and fill in the profile fields it recognizes, so review every value before you save. Employment terms such as hire date, salary, and emergency phone are not read from a CV and still need entering by hand. Then enter or correct the employee's first name, last name, and date of birth, and upload a profile image.
3. Step 2 - Contact: Provide the employee's email address, phone number, and emergency phone number.
4. Step 3 - Employment: Set the job title, job level (seniority), hire date, salary, compensation type, salary currency, and any pay-day settings that apply to the chosen compensation type.
5. Step 4 - Skills & Location: Tag the employee with skills, and record the employee's location as a written address, a map pin, or both.

Key Profile Fields

• Name - Full name displayed across the platform
• Email - Displayed in the employee drawer with a quick copy action
• Phone - Primary contact number, also available with a quick copy action
• Emergency Phone - Secondary contact number for emergencies
• Date of Birth - The system auto-calculates the employee's age from this field
• Job Title - Role name (e.g., Senior Developer, Account Manager)
• Job Level - Seniority level (e.g., Junior, Mid, Senior, Lead), shown with the employee's age when available
• Location - Where the employee is based, kept as an optional written address (City, Street, Building) and an optional map pin
• Hire Date - Shown in employment details and available as an employee-list column
• Status - Active or Terminated; use the status filter on the employee list to quickly isolate active or terminated employees

Viewing Employee Details

Click any employee row to open the employee drawer. The drawer uses a hero header layout showing the employee's name and profile image, with age and job level shown when available. Below the header, grouped sections display contact information, employment details, compensation, recent payments, skills, uploaded documents, and the employee's location as a written address plus a map when a pin is set.

Editing Employee Information

From the employee drawer or the row actions menu, click Edit to open the same multi-step form pre-filled with existing data. Changes are saved when you submit the form.

Deleting Employee Records

Employees can be deleted only when they are no longer tied to work that still needs attention. If an employee has pending payments or project assignments, Belvak blocks the deletion and explains what needs to be cleared first.

Employee List

The employee table supports full-text search, column filters, and a column visibility toggle so you can customize which fields are shown. Use the status filter to quickly isolate active or terminated employees, and add optional columns such as email, job level, salary, hire date, compensation, currency, and pay day when you need more detail.

Setting an Employee's Location

In Step 4 (Skills & Location) of the employee creation form, the Location section records where a team member is based. It has three optional address fields - City, Street, and Building - and an optional map pin. Type an address, drop a pin, or use both. Every part is optional, so you can leave the section empty.

Click Set map pin to open the "Set location pin" window. There are four ways to place the pin:

1. Text search - Type a city name, street address, or landmark into the search field and click Search. Belvak looks up matching places and moves the pin to the best match.
2. Coordinates - Enter latitude and longitude values directly, then click Go to coordinates to place the pin at those exact coordinates.
3. Click the map - Click anywhere on the interactive map to drop the pin at that position.
4. Drag the pin - Drag a pin that is already on the map to fine-tune where it sits.

Click Use this location to confirm the pin. Belvak looks up the address for that spot and fills in only the address fields you left empty, so it never replaces text you typed yourself. When the address the map found differs from what you typed, a Use map address action appears beside the pin so you can adopt the map's version deliberately. Change reopens the map, and Remove clears the pin while keeping the address you typed.

The map opens on a world view when no pin has been set yet, and zooms to the pin once there is one. After you save, the employee's detail drawer shows the written address on a single line, followed by a read-only map when a pin is set. An employee with an address but no pin simply shows the address text.

Compensation and Payments

Belvak supports flexible compensation tracking with recurring and per-work payment types, multi-currency salaries, and bulk payment generation. Each payment is a standalone record with its own status lifecycle, making it easy to track what has been paid and what is outstanding. The salary and compensation type you set here also drive each employee's hourly cost for time tracking and labor reports. For a salaried employee that relationship runs one way: salary is what the automatic recurring payments are generated from, any off-cycle payment you add by hand carries the amount you enter on it, and the hourly cost on the same form only changes how logged hours are costed in reports. A per-work employee works differently: the hourly cost is also their pay rate, so Process Payments pays their submitted timesheet hours at that rate, while any one-off payment you add by hand still carries the amount you type.

Compensation Types

When setting up an employee's compensation, choose the type that matches how that person is paid:

• Monthly Salary - One payment per month on the configured pay day
• Weekly - One full-week payment for each weekly period
• Bi-weekly - One payment for each two-week period
• Semi-monthly - Two payments per month on two configured days, one for the first half of the month and one for the second half
• Per-Work - For freelancers and contractors paid by the hour for the time they log. Process Payments includes per-work employees: it pays each submitted timesheet week at the hourly cost on their record. You can still add one-off payments by hand from Employee Payments

Salary Currency

Each employee's salary is stored with a currency. The default is USD, but you can select any currency enabled in your account settings. The currency is carried forward to generated payments so amounts display correctly.

Pay Day Configuration

Pay day settings depend on the compensation type:

• Monthly Salary - Choose a day from 1 to 28 or choose End of Month.
• Weekly / Bi-weekly - Choose the weekday you pay on. That weekday is the due date, and the period it settles is the seven or fourteen days ending the day before, so pay runs in arrears.
• Semi-monthly - Choose one day for the first half of the month and one day for the second half. The second payment can also use End of Month.

Row Actions

The employee table provides quick status-change actions through the three-dot menu or right-click context menu on each row:

• Terminate - Shown for active employees. Marks the employee as terminated.
• Activate - Shown for non-active employees. Restores the employee to active status.

Process Payments

At the top of the Employees page, a Process Payments header action button lets you generate payments on demand. Choose the date range and the payment types you want to process, then confirm the run. A single run covers two kinds of employee: salaried employees on a recurring schedule, and per-work employees paid from their timesheets.

For a salaried employee, Belvak creates the payments whose due dates fall inside the range and skips any that already exist for the same period. This recurring generation only includes active employees with a fixed compensation type, a salary greater than zero, and the required pay-day settings.

For a per-work employee, Belvak pays submitted timesheets instead. It creates one pending payment for each submitted week whose Sunday end date falls inside the range, and the amount is the hours submitted that week multiplied by the hourly cost on the employee's record. Weeks that are still drafts, that a manager has reopened, or that were marked as nothing to submit are not paid, and hours worked before the hourly cost's effective-from date have no rate yet and are left out. Re-running the same or an overlapping range is safe: a week already covered by an existing payment is reported as already existing rather than paid twice, and the amount stored on that earlier payment is left unchanged.

The run finishes with a results table. Every active per-work employee is listed whenever Per-Work is among the selected compensation types, so none of them is silently skipped: one with no submitted weeks in the range, or with no hourly cost set, appears with a clear not-eligible reason instead of a payment. For per-work employees who were paid, the table shows the worked hours, the hourly rate, and the payment amount it created. Salaried employees appear when the run created, skipped, or could not generate their payments; one with no salary or pay day set is not listed at all, so check those fields on the employee record if someone is missing.

Employee Payments

Employee Payments lets you create, view, edit, and delete individual payment records. Each payment tracks the employee, amount, currency, due date, paid date, payment method, period, description, notes, and status.

Payment Statuses

• Pending - Payment has been generated but not yet processed
• Paid - Payment has been completed; the paid date is automatically set when you mark a payment as paid
• Cancelled - Payment was voided and will not be processed

Change a payment's status using the row actions menu in the payments table. When you mark a payment as Paid, the system automatically records the current date as the paid date.

Bulk Actions

Each row in the Employee Payments table has a checkbox for selection. When you select one or more rows, a floating action bar appears at the bottom of the screen showing the count of selected records and the available actions. This is the same table interaction pattern used across other records in the platform.

Five bulk actions are available:

• Mark as Paid - Changes all selected payments to "paid" status and records the current date as the paid date
• Cancel - Changes all selected payments to "cancelled" status
• Revert to Pending - Reverts selected payments back to "pending" status, useful if a payment was marked incorrectly
• Export PDF - Generates a PDF report containing only the selected payments (see Exporting Payment Reports below)
• Delete - Permanently removes the selected payment records from the system

All destructive actions, including status changes and deletion, display a confirmation dialog before executing. This follows the same activity logging pattern used elsewhere in the platform, so every bulk status change is recorded. Nothing is applied until you confirm.

Exporting Payment Reports

There are two ways to export employee payment data as a PDF report:

1. Export Pending PDF button - Located in the Employee Payments page header, this one-click action exports all payments that currently have "pending" status. No row selection is needed.
2. Bulk action Export PDF - Select specific rows first using the checkboxes, then click Export PDF in the floating action bar. This exports only the selected payments regardless of their status.

The generated PDF is in A4 landscape format and includes the following columns for each payment: employee name, phone number, amount, due date, period, compensation type, and payment method. At the bottom of the report, a summary section shows totals grouped by currency, which is especially useful for teams that pay employees in multiple currencies.

Unlike invoice PDF exports which are client-facing and follow customizable templates, payment reports are internal documents designed for payroll processing and record keeping. If your workspace syncs with QuickBooks, paid employee payments also post there as expenses automatically.

Recent Payments in the Employee Drawer

When viewing an employee's profile, the drawer includes a "Recent Payments" section that shows the last 5 payments with their status and amounts. Click View All to navigate to the full Employee Payments table filtered to that employee.

Skills Tracking

Maintain a clear picture of your team's capabilities by tagging employees with skills. This makes it straightforward to find the right person for a project or identify gaps in your team's expertise.

Adding Skills to Employees

Skills are managed in Step 4 (Skills & Location) of the employee form. During creation or editing, you can select from existing skills in your system or add new ones. Skills come from a global skills library that is shared across both Employees and Seekers, so the same skill definitions are reused throughout the platform. Each skill assignment is stored as a relationship between the employee and the skill, allowing the same skill to be shared across multiple team members.

Document uploads live on Step 1, not this step. Use the CV & Documents field at the top of Personal Info when you want Belvak to try AI profile auto-fill from a supported resume or CV.

Team Composition and Project Assignment

When assembling a project team, use skills data to make informed assignment decisions. Filter employees by selecting specific skills to quickly identify who has the expertise a project requires. This is especially valuable for service companies that staff projects with specialized roles.

Searching by Skill

Use the Skills filter on the employee list to choose one or more skills from your library. The list then narrows to employees who have those selected skills assigned, making resource planning faster when you need to staff a new engagement.

Employee Documents

Store employment contracts, identification documents, certifications, and other files directly on each employee's record. All uploads are authenticated, and documents are accessible through the employee drawer. When you upload the first PDF or DOCX file through the add or edit form, Belvak can automatically fill profile fields using AI.

Uploading Documents

There are several ways to attach files to an employee record:

• Drag and drop - Open the employee's detail drawer and drag a file anywhere onto it. A full-drawer overlay appears and the file is saved automatically. This attaches the file; it does not fill profile fields.
• Click to browse - In the documents section of the detail drawer, click the "click to browse" link to select files from your device. This also attaches the file only.
• Edit form - Click Edit and use the CV & Documents field at the top of Step 1 (Personal Info). This is the path that can run AI profile extraction, and only when the field is still empty, so it applies to a new employee or one with no documents yet.

Use the Personal Info step to upload or replace the employee's profile image. The documents area accepts PDF, DOC, DOCX, JPG, JPEG, PNG, GIF, and WEBP files up to 5 MB per file; image files added there appear in the documents list. AI extraction reads PDF and DOCX files. Older DOC files can still be attached, but are not parsed for profile auto-fill.

Viewing Documents

Documents are listed in the employee drawer as file cards showing the file name, type icon, and file size. Click a document to preview it in the browser, or use the download button to save it locally.

Deleting Documents

To prevent accidental data loss, document deletion asks you to confirm before removing a file. Deleting from the view drawer uses an extra final warning. In the edit form, removing a file marks it for deletion and the change is applied when you save the employee.

PDF and Document Auto-Extraction

When the first file you add in the CV & Documents field, at the top of Step 1 of the employee form, is a PDF or DOCX, Belvak can use AI to populate profile fields. This is especially useful when onboarding new team members from their resumes or CVs.

The following fields are auto-filled when extraction succeeds:

• First name and last name
• Date of birth
• Email address and phone number
• Job title and job level
• Skills
• Location address parts: city, street, and building

Employment terms are not read from a CV. Hire date, salary, compensation type, and the emergency phone always need entering by hand.

After you upload the file, an extraction loading message appears while the document is processed. Once complete, a success or error notification is shown and the form fields update automatically with the extracted values, including fields on later steps of the form. Extraction runs only when the CV & Documents field is still empty, so adding a second document never re-runs it.

Extraction works best with well-structured, text-based PDF and DOCX files. Scanned images or heavily formatted documents may produce incomplete results. Drag-and-drop uploads on an existing employee detail drawer attach files only and do not re-run profile extraction. The same auto-extraction feature is available when uploading CVs for job seekers in the recruitment module.