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. Start it with Initiate offboarding on the employee's profile, or Start Offboarding on Admin > Offboarding: pick an active template and the last working day. This is the only thing that creates an offboarding — changing someone's status to inactive (or any other status) does not
  4. Track completion of each offboarding task

A template needs at least one task, and only active templates can be used to start an offboarding — a deactivated one is refused. An employee can only have one offboarding in progress at a time.

If the leaving date moves, change it with the pencil next to Last day on the Offboarding tab. That updates their end date too and sends no email. If a leave settlement has already been recorded, its day count is recalculated to the new date; the decision stays.

The template's farewell message is shown to the employee on their own profile while they are working their notice. It isn't shown after the offboarding is completed, because their access ends then.

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, exit interview date and last day can no longer be changed. An asset still pending return can be marked returned after completion, so a late hand-back is recorded; Mark returned only accepts an asset the employee still holds (assigned or pending return), and writes the check-in to the asset's movement history. Cancelling also clears every task tick, so re-initiating later starts from a clean checklist, and a cancelled offboarding can never be marked complete.

Someone who has already gone — status terminated or archived — can't be put through offboarding either; the option isn't offered on their profile and Luna refuses it if asked directly. Suspended and inactive employees can still be offboarded.

What cancelling restores

Cancelling an offboarding puts things back the way they were before it started, not simply to "active":

  • The employee returns to the status they had before (an inactive employee comes back as inactive) and their previous end date is restored — or cleared, if they had none. Offboardings started before this was recorded fall back to active with no end date.
  • Assets that were flagged Pending Return when offboarding began, and that the employee still holds, go back to Assigned. Anything already marked returned stays returned.
  • A scheduled exit-interview reminder is withdrawn.
  • Every checklist tick is cleared.

Both the Offboarding tab and Admin > Offboarding ask you to confirm before cancelling, and list these consequences.

Offboarding emails

The employee is emailed when offboarding starts, when an exit interview is scheduled, the day before it, and when offboarding is completed; their line manager is emailed when it starts. Each can be switched off company-wide under Admin > Email templates (the reminder goes with the exit-interview email), and each recipient's own Offboarding updates email preference on their Notifications page is honoured too. The completion email goes to the employee's personal email if one is on their profile, since their work mailbox is usually closed by then; otherwise to their work address.

Exit interview reminder

Setting an exit interview date emails the employee straight away and schedules a reminder for the day before. Changing the date withdraws the earlier reminder, so only one goes out, for the date that stands. Cancelling or completing the offboarding withdraws it too. Even if a reminder somehow fires, it sends nothing unless the offboarding is still in progress and the interview is still on the date it was scheduled for.

Leave settlement

The Leave Settlement card on the Offboarding tab shows the employee's balance per leave type for the leave year their last day falls in, projected to that last day (an accrual plan stops accruing there). Only annual leave counts towards the "Days to settle" figure — sick, lieu and other allowance types are listed but marked Not counted. Choosing Use remaining, Pay out or Forfeit records that figure as computed by Luna; it is not typed in or sent by the browser. A flat (non-accrual) allowance is not pro-rated to the last day.

Statuses you can't set by hand

Offboarding and leaver are not offered in the Change status dialog or the Employment Details form, and Luna refuses them if asked directly: use Initiate offboarding and Mark complete instead, which capture the last day, retire the site card and write the audit trail. While an offboarding is in progress, every other status change is refused too — cancel the offboarding first.

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.

It also revokes the credentials that outlive a session:

  • The site card QR token is cleared.
  • Their calendar feed subscriptions (leave, 1:1s, training) are deleted, so a calendar app that still holds the feed URL stops receiving anything. The feeds also go dark for anyone whose status is leaver, terminated or archived, however that status was set.
  • Their push notification devices are removed.

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.

Because this can't be undone from the tab, Mark complete asks you to confirm first and lists what will happen — including how many assets are still pending return and how many requests are still waiting on the leaver's decision.

A completed offboarding can't be cancelled. If someone comes back, an admin sets their status to active from the Change status dialog; that restores access but leaves their end date and retention date as they were, so review those by hand.

Approvals waiting on the leaver

Expense reports and pre-approval requests that were sitting with the leaver for a decision are re-routed automatically when the offboarding is completed: to the leaver's own line manager, then a manager higher up their org tree, then a company admin — never back to the person who submitted the request. The re-route is recorded on the request's approval timeline, and the new approver is notified. If nobody eligible can be found, the request stays where it is and the employee's activity log says so.

Independently of that, an expense report or pre-approval assigned to someone else can now be decided by an admin (or an expenses:view_all holder) for anyone, and by an expenses:approve holder for someone in their own team — the same rule leave and training approvals already follow. Nobody, admin included, can approve their own request.

Leave and training requests are not re-routed at completion; both already allow an admin or a scoped approver to decide a request assigned to someone else, so they can't get stuck.

Who sees the Offboarding tab

The Offboarding tab on an employee's profile is shown only to administrators, and only while the employee is offboarding or a leaver. Colleagues see the employee's status but not the tab: the checklist, leave settlement and handover details are HR's.

Departing employees

When you change an employee's status to inactive, suspended or archived from the Change status dialog, or start their offboarding with Initiate offboarding on their profile, Luna HR first checks whether they hold any responsibilities that need to be handed over. If they do, a reassignment dialog appears listing:

  • Direct reports — employees who have the departing person as their line manager. This is the only item the dialog reassigns for you: pick a new manager and every direct report moves to them
  • 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 they give or receive. These are listed, not cancelled: Luna stops routing approvals to a delegate who isn't active, but the delegation itself stays until you end it
  • Pending approvals — leave, expense, or training requests currently awaiting their decision

The dialog insists on one thing only: if they have direct reports, you must pick a new manager for them before you can continue. Everything else is information — Acknowledge & proceed carries on with it left as it is, and closing the dialog simply abandons the change. Start Offboarding on Admin > Offboarding doesn't show the dialog at all. Direct reports and pending approvals that are still outstanding are shown again on the Offboarding tab as Handover still outstanding, and pending expense approvals are re-routed when the offboarding is completed (see above).