Luna HR Docs

Employee Management

The Employees page is your central directory for managing your workforce. Add new employees, update their details, track their status, and manage their assignments across modules.

Viewing employees

  1. Go to Company Structure > Employees from the sidebar
  2. You'll see a paginated list of all employees

Filtering and searching

  • Search by name, email, or job title
  • Filter by status (active, inactive), role, department, employment type, or manager
  • Sort by any column header
  • Defaults to showing active employees only — toggle to include inactive

Exporting

Click Export CSV to download the current filtered view as a spreadsheet.

Adding employees

Individually

  1. Click Add Employee
  2. Fill in their details — name, email, job title, department, start date
  3. Assign a role (which controls their permissions)
  4. Set their line manager
  5. Choose their working pattern (defaults to Mon-Fri)
  6. Save

The employee will receive a login invitation via email.

Via onboarding

For a better new-hire experience, use the onboarding wizard instead. This lets new hires fill in their own details and complete pre-start tasks.

Bulk import

Use the data import tool to add many employees at once from a CSV file.

Editing employees

Click on any employee to open their profile. From here you can:

  • Update personal details — name, email, phone, address
  • Change their role and permissions
  • Update their line manager
  • Change their department (primary org node membership)
  • Adjust their working pattern
  • Update their employment type (full-time, part-time, contractor)
  • Manage custom fields — additional data fields specific to your company

Who can see personal details

Colleagues see a directory card: name, work email, job title, team, line manager, photo, pronouns.

Everything else on the record — phone, personal email, home address, date of birth, nationality, and the diversity fields (gender, ethnicity, religion, sexual orientation, disability, marital status), along with national insurance, passport and visa details — is visible only to the employee themselves and to holders of admin or employees:view_all. Colleagues viewing the profile are told these details are restricted rather than shown empty fields.

This matters beyond good manners: the diversity fields are special-category data under UK GDPR, which sets a higher bar for who may access them. Keep employees:view_all on HR roles only.

Emergency contacts follow the same rule — the employee and HR, nobody else. They are third-party details (a partner's name and mobile number) that someone handed over for one purpose, so they are not on a colleague's or a line manager's profile view. If you need them during an incident, an HR account can retrieve them.

Cross-module summaries

The Summary tab rolls up leave, expenses, training and assets for one person. Administrators and employees:view_all holders can open it for anyone. An approver — someone with leave:approve, expenses:approve, training:approve or assets:manage — can only open it for people in their own scope: their direct reports and members of teams they manage. Holding an approve permission is not by itself a licence to read the whole company's records.

Employee status

Employees can have the following statuses:

| Status | Meaning | |--------|---------| | Active | Currently employed and can log in | | Inactive | No longer with the company — account is disabled |

When an employee leaves, set their status to Inactive. This preserves their historical data (leave records, expenses, etc.) but prevents them from logging in.

Employee profile tabs

Each employee profile has several tabs:

  • Overview — key details, contact info, org position
  • Leave — their leave balances and request history
  • Expenses — their expense reports
  • Training — courses and certifications
  • Documents — files in their filing cabinet
  • Assets — equipment assigned to them
  • Activity — audit log of actions related to this employee
  • System — includes a Module Summary showing leave balance, expense totals, training progress, security awareness status, and assigned assets at a glance. Use the year selector to view data for the current or previous years

Custom fields

Need to track information that Luna HR doesn't have a built-in field for? Custom fields let you add extra data to employee profiles.

  1. Go to Admin > Custom Fields
  2. Click Add Field
  3. Choose the field type — text, number, date, dropdown, or checkbox
  4. Give it a label (e.g. "DBS Check Number", "Desk Location", "T-Shirt Size")
  5. Set whether it's required or optional

Custom fields appear on every employee's profile and can be filled in by admins or by employees during onboarding.

Company details and branding

Configure your company information and branding from Admin > Company Details:

  • Company name and address — used in reports, payslips, and the public job board
  • Logo upload — your company logo appears in the sidebar, emails, and documents. Upload separate logos for light and dark mode
  • Company branding — customise the look and feel with your brand colours

Offboarding

When an employee leaves the company, the offboarding process ensures a smooth transition:

  1. Go to Admin > Offboarding to configure offboarding templates
  2. Create checklists of tasks that need to happen when someone leaves — equipment return, account deactivation, knowledge handover, exit interview
  3. When marking an employee as inactive, an offboarding instance is created from the template
  4. Track completion of each offboarding task

Offboarding can only be started for someone who has actually joined. If a new hire hasn't finished their onboarding wizard yet — their status is still invited or onboarding — offboarding is blocked, because cancelling it afterwards would leave them unable to link their Luna login to their employee record. Cancel their invite or set them to inactive instead.

Once an offboarding is completed or cancelled, its checklist is locked: tasks can no longer be ticked or unticked, and the leave settlement and exit interview date can no longer be changed.

What "completed" actually revokes

Completing an offboarding sets the employee's status to leaver, and Luna refuses every request from a leaver from that moment on. If they still have a browser session open, the next thing they do returns "Your access has ended" rather than data.

Their sign-in account itself is not deleted or disabled — that lives with your identity provider, not Luna. They can still sign in; they just won't be able to see or do anything. If you need the account itself closed, do that in Clerk.

Reversing this means setting the employee back to an active status; cancelling the offboarding does it for you.

Departing employees

When changing an employee's status to inactive, leaver, or offboarding, Luna HR checks whether they hold any responsibilities that need to be reassigned. If they do, a reassignment dialog appears listing:

  • Direct reports — employees who have the departing person as their line manager. You can bulk reassign all direct reports to a new manager directly from the dialog
  • Policy overrides — any policy sets where they are the designated approver. Links to the relevant Company Structure page for manual update
  • Node roles — org nodes where they hold a manager, lead, or head role. Links to Company Structure for reassignment
  • Active delegations — delegation periods where they are the delegate, flagged for cancellation
  • Pending approvals — leave, expense, or training requests currently awaiting their decision

This ensures a clean handover and prevents approval bottlenecks when someone leaves. The dialog must be addressed before the status change is saved.