This guide will assist you in using the People Management section. This section manages employees and employments, salary groups, user roles, and teams. This view has four different tabs: Employees and employments, salary groups, user roles, and teams.
CONTENT
- Employees and employments
- Salary groups
- User roles
- Teams
- Error messages and their solutions
- Frequently asked questions (FAQ)
Employees and employments
In this section, you can view, add, and edit employee information as well as their employments and related settings.
Browsing and filtering employees
You can browse all employees in the list view. Access the view by selecting People Management -> Employees and employments. In the view, you will see a list of employees and their basic data, such as name, occupational title, employment status, salary group, and employment start date.
Employment status column shows the status of the employment. Active status means the employment is valid. Future status means the employment is starting in the future. Ended status means the employment is not valid.
You can filter the list by clicking the Search and filter button.
Enter a search term in the Search field to find an employee by name.
Select a salary group from the Salary group dropdown to view employees in that salary group.
Select an employment status from the Employment status dropdown ("All employments", "Active", "Future", "Ended") to view employments matching that status.
You can sort the list by clicking the column headers. You can view the details of an individual employee and employment by clicking the desired row in the list (for example, the employee's name).
Adding a new employee
You can add a new employee and their first employment details to the system step by step. Access the view by selecting People Management -> Employees and employments -> New employee.
In the Personal information section:
Enter the mandatory fields: First name, Last name, Personal identity code (the system checks its format and uniqueness), IBAN account number (the system checks the format), and BIC (the system checks the format).
Date of birth is automatically filled based on the personal identity code.
Enter the optional Employee number (the system checks its uniqueness).
Select the mandatory Working hours recording roles ("Logger" or "Logger and approver").
In the Contact information section:
Enter the mandatory fields: Email (the system checks the format and uniqueness), Street address, Postal code, City, and Country.
Enter the optional Phone number.
In the Payslip settings section:
Select the mandatory Payslip delivery method. Currently, the only option is "E-payslip".
Select the mandatory Payslip language ("Finnish", "Swedish", or "English").
In the Employment validity section:
Select the mandatory Employment duration ("Until further notice" or "Fixed-term").
Enter the mandatory Start date.
If the employment is fixed-term, enter the mandatory End date and select the mandatory Reason for employment termination. The default is "Termination of fixed-term employment".
In the Employment details section:
Enter the mandatory Occupational title.
Enter the optional Start date of continuous employment and Trial period end date.
Select the mandatory Basis for Employment ("Employment" or "Other").
Select the mandatory Form of Payment ("Monthly salary" or "Hourly wages").
Select the mandatory Employment type ("Full-time" or "Part-time").
In the Teams and roles section:
Select the optional Location.
Select the optional Team.
If you selected "Logger and approver" in personal information, you can select teams where the employee acts as a Work time approver in teams. The employee cannot approve their own team's recordings.
In the Insurances section:
Select the mandatory Earning-related pension insurance type ("TyEL", "YEL", "No obligation to provide insurance", "No Tyel"). Only TyEL, YEL, No obligation to provide insurance and No tyel are supported.
Select the mandatory insurance handling: Occupational Accident and Disease Insurance, Health insurance, and Unemployment insurance ("Yes" or "No obligation to provide insurance"). The system sets default values based on the pension insurance type.
Select the mandatory Occupational classification if the pension insurance type is not "YEL".
In the Work time section:
Select the mandatory Work time type. Currently, only "Weekly working hours" is supported.
Enter the mandatory Weekly working hours in hours and minutes. The maximum time is 168 hours.
In the Salary settings section:
Select the mandatory Salary group.
If a collective agreement salary table (TES) is defined for the selected pay group, you will see its name and can enter the necessary Table variable values (e.g., Pay group, Location, Experience years).
Enter the salary base according to the salary group, for example, Monthly salary or Hourly pay.
Click Add employee. The system saves the information and starts the automatic retrieval of the tax card from the Tax Administration.
The information of an individual employee is divided into three different tabs: Basic information, Employments, and Payslips.
You can view and edit the selected employee's personal, contact, and payslip settings as well as tax card information.
Basic information
The Basic information tab displays various card views. Access the view by selecting People Management -> Employees and employments -> Select employee from the list -> Basic information.
Personal information:
You can see the employee's first and last name, personal identity code, date of birth, employee number, bank account (IBAN and BIC), and working hours recording role.
You can edit the information by clicking Edit from the three dots.
Edit the desired fields.
The personal identity code and employee number must be unique. The format of IBAN and BIC codes is checked.
Save changes by clicking Save changes.
Contact information:
You can see the employee's email, phone number, and address.
You can edit the information by clicking Edit from the three dots.
Edit the desired fields.
Save changes by clicking Save changes.
Tax card:
You can see the employee's latest tax card. From the Edit view in the three dots, you will find a list of the employee's tax cards. The list shows, among other things, the validity period, withholding tax percentage, income limit (and how much earned income affects the income limit), and additional tax rate.
In the Edit view, you can see if automatic tax card retrieval is enabled. You can change this setting by clicking the switch.
In the Edit view, you can retrieve the latest tax card from the Tax Administration by clicking Retrieve tax card. This may take a moment. The system saves the retrieved tax card if it differs from the previous one and marks draft payslips for recalculation. Automatic retrieval is enabled at the same time.
In the Edit view, you can manually add a tax card by clicking New tax card. Enter the required information: Valid start date, Tax rate Additional withholding rate, Income limit, and Income affecting the income limit. Adding a manual tax card disables automatic retrieval.
You can edit the Earned income affecting the income limit on the tax card by clicking the Edit icon on the tax card row.
- Payslip settings:
You can see the payslip delivery method and language on the timeline.
You can add a new settings period by clicking New payslip settings (found in the Edit view from the three dots).
Set the Start date, select the Payslip delivery method (only "Online payslip" supported), and Payslip language ("Finnish", "Swedish", or "English").
Save by clicking Save. The system recalculates the validity periods of the settings periods.
Employments
This tab displays various card views, such as Employment (start and end dates, Employment Term, Reason for Employment Ending), Employment details (occupational title, continuously employed since, Trial period end date, employment type, basis of employment, form of payment), Teams (location, team, work time approver in teams), Insurances (Earning-realated pension insurance type, Occupational Accident and Disease Insurance, health insurance, unemployment insurance, Income Register occupational classification (TK10 occupational classification)), Work time (weekly work time), Calculation settings (salary group), and Salary bases.
You can select from the dropdown which employment information you want to view.
You can edit the start or end date of the employment and the termination reason. Access the view by selecting People Management -> Employees and employments -> Select employee from the list -> Edit or end employment.
Terminate a permanent employment:
Select the Employment End Date.
Select the Reason for employment ending.
Click Save changes. The system updates the end dates of the employment and related settings. If necessary, the system deletes or updates payslips and marks them for recalculation.
Edit the termination of a fixed-term employment:
Edit the Employment End date. You can either shorten or extend the employment.
Edit the Reason for employment ending if necessary.
Click Save changes. If the employment is shortened, the system acts like terminating a permanent employment. If the employment is extended, the system updates the end dates of the settings.
Change a fixed-term employment to permanent:
Remove the Employment End date and Reason for employment ending.
Click Save changes. The system removes the end dates from the employment and its settings.
Adding and editing employment settings
You can add new or edit existing employment settings, such as employment details, team settings, insurance settings, and salary group membership. Access the view by selecting People Management -> Employees and employments -> Select employee from the list -> Select the desired settings section (e.g., Employment details, Teams and roles) -> Edit information from the three dots.
Enter or select new values for the desired settings (e.g., Occupational title, Team, Earning-related Pension insurance type, Salary group).
Click Save changes.
Changing the salary group:
Before saving the change, the system shows whether future unpaid payslips will be deleted. Confirm the change.
The earliest possible start date for changing the salary group depends on whether there are already paid or approved payslips for the current or next month.
Managing salary bases
Salary bases are employee-specific values (e.g., monthly salary, car benefit) used in payroll calculation. These are the employee's personal salary bases and are also visible as a card view on the Employments tab. Salary bases can be added from the plus if necessary. You can add, edit, terminate, and delete salary bases.
Add a new salary base:
Click Add new value.
Select the Salary base and enter the Value and Start date. An optional End date can be added if necessary.
Fill in any salary base-specific additional information (e.g., Car benefit, Accommodation benefit, Enforcement, Trade union membership fees).
Click Save.
Edit a salary base:
Click the Edit icon from the three dots next to the desired salary base.
Select the desired salary base from the list and from its three dots, where you will find the menu Edit, Terminate, Delete entry, or Edit history.
Edit the value, start date, or end date. You can only edit salary bases that have not yet been used in approved payslips.
Click Save changes. The system recalculates the validity periods of the salary bases and marks draft payslips for recalculation.
Terminate a salary base:
Click the Edit icon from the three dots next to the desired salary base.
- Select the desired salary base from the list and from its three dots, where you will find the menu Edit or Terminate entry.
Enter the End date. You cannot set an end date if the salary base has been used in approved payslips during that time.
Click Save changes. The system recalculates the validity periods of the salary bases and marks draft payslips for recalculation.
Delete a salary base:
Click the Delete icon next to the desired salary base.
- Select the desired salary base from the list and from its three dots, where you will find the menu Delete entry.
You can only delete salary bases that have not been used in approved payslips.
Confirm the deletion. The system deletes the salary base and marks draft payslips for recalculation.
Payslips
You can view the selected employee's payslips as a list. Access the view by selecting People Management -> Employees and employments -> Select employee from the list -> Payslips. In the view, you will see a list of the employee's payslips, usually arranged by date. The list shows basic information for each slip, such as payment date, pay period, status (e.g., Draft, Paid), and amount to be paid. More specifically, the table columns show:
Payment date: The payment date of the payslip.
Pay period: The pay period range of the payslip for that row.
Salary group: The salary group the employee was in at the time of the payslip calculation.
Pay status: The status of the payslip. Draft means there is a draft of the payslip in the program. Awaiting payment means the payslip has been calculated and the payment material has been confirmed to the bank, but the due date is still in the future. Payment is being processed means the payment is being processed at the bank. Payment completed means the payslip has been paid.
E-payslip status: The e-payslip status can be Unknown or Sent.
Payslip: The file format of the payslip.
Gross pay: The amount of gross pay for the payslip on that row.
Withholding tax: The amount of withholding tax for the payslip on that row.
Other deductions: The amount of other deductions for the payslip on that row.
Tax-Exempt Allowances: The amount of tax-free cost reimbursements for the payslip on that row.
To be paid: The amount to be paid for the payslip on that row.
From the three dots, there is a menu where the payslip can be downloaded as a PDF. You can view the details of an individual payslip by clicking the desired row.
Salary groups
Salary groups define common payroll settings for employees, such as the pay period and salary payment date.
Browsing salary groups
You can browse created salary groups in the card view. Access the view by selecting People Management -> Salry groups. In the view, you will see each salary group as a card, showing the name, number of members, pay period type, pay period, and salary payment date. The right-pointing arrow allows you to view more detailed settings of the salary group.
Creating a new salary group
You can create a new salary group by defining its basic data and salary payment settings. Access the view by selecting People Management -> salary groups -> New salary group.
Enter the mandatory Name in Finnish. The name must be unique.
Enter the optional Name in English and Name in Swedish.
Enter the optional Description.
Select the mandatory Pay period type. Currently, the only option is "Month".
Select the mandatory Pay period ("Current pay period" or "Next pay period").
Enter the mandatory Salary payment date (number between 1-31). Click Save.
Editing a salary group
You can edit the information of an existing salary group. Access the view by selecting People Management -> Salary groups -> Click the card of the salary group to be edited or the right-pointing arrow on the card. Edit the desired information: Name in Finnish (must be unique), Name in English, Name in Swedish, Description, Pay period type, Pay period, Salary payment date. Click Save changes.
User roles
In this section, user roles and their memberships are managed. Roles define what rights a user has in the system.
Browsing roles
You can browse the system's roles and their members in the card view. Access the view by selecting People Management -> User roles. In the view, you will see each role as a card, showing the role name and the number of members. There are three default groups: work time recorder, superuser, and approver.
Viewing role information, members, and rights
You can view the name of the selected role, manage its members, and see the access rights included in the role. The right-pointing arrow allows you to view more detailed information of each group. Access the view by selecting People Management -> User roles -> Click the card of the desired role or the right-pointing arrow on the card.
Details tab: Shows the role name (not editable).
Members tab (Users):
You can see a list of users with the role ("Selected users") and a list of users without the role ("Unselected").
You can search for users by name using the Search field.
You can add a user to the role by selecting the checkbox next to their name in the "Unselected" list.
You can remove a user from the role by deselecting the checkbox next to their name in the "Selected users" list.
You cannot edit your own role or the roles of deactivated users.
Changes are saved automatically.
Permissions tab:
You can see a list of system sections (e.g., Employees, Salary groups).
For each section, you can see if the role has related rights (No rights, Read rights, Edit rights).
You can expand the section to see more detailed rights (e.g., View, Edit, Approval) and whether the role has the specific right.
Teams
Teams allow you to group employees and assign working hours approvers to teams.
Browsing teams
You can browse created teams in the card view. Access the view by selecting People Management -> Teams. In the view, you will see each team as a card, showing the team name, number of approvers, and number of employees. The right-pointing arrow allows you to view more detailed information of each team.
Creating a new team
You can create a new team and assign it a name, employees, and approvers. Access the view by selecting Personnel Management -> Teams -> New team.
On the Details tab (Basic data):
Enter the mandatory Name. The name must be unique.
Enter the optional Name in English and Name in Swedish.
On the Members tab:
Select employees from the Employees field to be part of the team using multi-selection (or by typing the person's name into the desired group). Removal is done by the cross.
Select work time approvers from the Work time approvers field to approve the team's work time recordings using multi-selection (or by typing the person's name into the desired group). The approver cannot be a team member. Removal is done by the cross. Click Save.
Editing a team
You can edit the name, employees, and approvers of an existing team. Access the view by selecting People Management -> Teams -> Click the card of the team to be edited or the right-pointing arrow on the card.
On the Details tab (Basic data): Edit the Name or Name in English or Name in Swedish. The name must be unique.
On the Members tab: Edit the Employees and Work time approvers using the multi-selection fields (or by typing the person's name into the desired group). The approver cannot be a team member. Removal is done by the cross. Click Save changes.
Error messages and their solutions
"Field is mandatory": Ensure you have filled in all mandatory fields marked with an asterisk (*).
"Name is already in use": The name you provided (e.g., for a salary group or team) is already in use. Choose another unique name.
"Personal identity code is already in use by an existing employee": The entered personal identity code belongs to another employee already saved in the system. Check the personal identity code or search for the existing employee.
"Employee number is already in use by an existing employee": The entered employee number is already in use. Check the number or leave the field empty if numbering is not mandatory.
"Email is already in use by an existing employee": The entered email address is already in use. Check the address.
"Invalid personal identity code / IBAN / BIC": The entered information does not match the required format. Check and correct the entered value.
"Overlapping employments are not allowed": You are trying to create or edit an employment so that its validity period overlaps with another employment of the same employee. Correct the start or end dates.
"Start date cannot be in the past": When editing the start date of an employment or setting, you cannot select a date that has already passed. Choose the current or future date.
"The start date of the new setting cannot be before the employment start date": When adding a new settings period (e.g., team settings, insurances), its start date cannot be before the start date of the entire employment.
"Salary base cannot be edited/deleted because it has been used in approved payslips": You cannot edit or delete a salary base if it has already been used in a payslip that has been approved or paid.
"End date of the salary base cannot be set because it has been used in approved payslips during that time": You cannot terminate a salary base on a date that belongs to a pay period of an already approved or paid payslip.
"Another salary base of the same type already exists for the defined period": You are trying to create a salary base for a period for which there is already a salary base of the same type. Check existing salary bases and their validity periods.
"A person cannot be both a member and an approver of the same team": You cannot add a person as both a team member and an approver simultaneously. Choose only one role for the user in the team.
"Approver role cannot be removed because the user acts as a team approver": You cannot remove the "Work time approver" role from a user if they are assigned as an approver for a team. Remove the user from the team approvers first.
"You cannot edit your own roles": The system prevents you from adding or removing roles from your own user account. Ask the system administrator to make the changes.
"Concurrent updates detected. Try again.": Another user has edited the same information simultaneously. Try saving your changes again.
Frequently asked questions (FAQ)
Why can't I edit the employee's email address? Editing the email address may be restricted to avoid potential issues with user login to the system, especially if Visma Connect login is used.
Why can't I set the employment start date in the past? The system prevents setting the start date in the past during editing to avoid conflicts with already possibly processed payslips or recordings. When creating a new employee, the start date can be in the past.
What happens if I change the employee's salary group in the middle of the month? If you change the salary group from a date for which there are already unpaid payslips, the system may recalculate the payslip for the new salary group. The system will create a new payslip for the new salary group from the start date of the change onwards if necessary. Previously paid or approved slips remain unchanged.
Can I delete a salary base if it has been used in a payslip? You cannot delete a salary base if it has been used in a payslip that is in the status "Reviewed", "Awaiting approval", "Awaiting payment", "Payment is being processed", or "Payment completed". You can only delete it if all payslips referring to it are in "Draft" status or if it has not been used at all. Alternatively, you can terminate the salary base's validity.
Why can't I add a user as a team approver? Ensure the user has the "Work time approver" role ("Recorder and approver" in employee information). Also, ensure the user is not a member of the same team.
What is the difference between "Work time recording roles" in employee information and the "User roles" section? The role defined in employee information ("Recorder" or "Recorder and approver") primarily relates to making and approving work time recordings. The "User roles" section manages all system access roles more broadly (including working hours-related roles) and their memberships.
Keywords: people management, employee, employment, salary group, user role, team, adding, editing, terminating, deleting, settings, salary base, table variable, insurances, working hours, contact information, personal information
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