{"id":24038,"date":"2024-07-12T17:41:04","date_gmt":"2024-07-12T15:41:04","guid":{"rendered":"https:\/\/help.openbee.com\/employee-management\/"},"modified":"2026-05-13T09:39:21","modified_gmt":"2026-05-13T07:39:21","slug":"employee-management","status":"publish","type":"page","link":"https:\/\/help.openbee.com\/en\/open-bee-notes-de-frais\/administrators-guide\/configuration-accounting\/employee-management\/","title":{"rendered":"Employee management"},"content":{"rendered":"\n<p>Use this section to manage employee information for expense report usage. This information will be used for the generation of the third-party account in the case of the export of the accounting entries of an employee&#8217;s expense report.<\/p>\n\n<figure class=\"wp-block-image size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"572\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2024\/06\/image-4-1024x572.png\" alt=\"\" class=\"wp-image-22634\" style=\"width:906px;height:auto\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2024\/06\/image-4-1024x572.png 1024w, https:\/\/help.openbee.com\/wp-content\/uploads\/2024\/06\/image-4-300x167.png 300w, https:\/\/help.openbee.com\/wp-content\/uploads\/2024\/06\/image-4-768x429.png 768w, https:\/\/help.openbee.com\/wp-content\/uploads\/2024\/06\/image-4-1536x857.png 1536w, https:\/\/help.openbee.com\/wp-content\/uploads\/2024\/06\/image-4.png 1571w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n<p>An employee is an Open Bee\u2122 Portal user whose information can be exported when the expense report is exported. For each employee, the following information can be defined:<\/p>\n\n<ul class=\"wp-block-list\">\n<li>Employee&#8217;s name<\/li>\n\n\n\n<li>Employee ID number<\/li>\n<\/ul>\n\n<p>Only one employee can be associated with an Open Bee\u2122 Portal user.<br\/>For each employee, it is possible to edit their information or deactivate it.<\/p>\n\n<h3 class=\"wp-block-heading\">Add employees<\/h3>\n\n<p>There are three ways to add employees:<\/p>\n\n<ul class=\"wp-block-list\">\n<li>Manually<\/li>\n\n\n\n<li>Automatically with a synchronization<\/li>\n\n\n\n<li>Automatically using a CSV import<\/li>\n<\/ul>\n\n<h4 class=\"wp-block-heading\">Manually adding an employee<\/h4>\n\n<p>It is possible to manually add an employee via the &#8220;Add an employee&#8221; action. This action opens a window in which it is possible to enter the employee&#8217;s information:<\/p>\n\n<figure class=\"wp-block-image size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"689\" height=\"488\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2024\/06\/image-5.png\" alt=\"\" class=\"wp-image-22639\" style=\"width:558px;height:auto\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2024\/06\/image-5.png 689w, https:\/\/help.openbee.com\/wp-content\/uploads\/2024\/06\/image-5-300x212.png 300w\" sizes=\"auto, (max-width: 689px) 100vw, 689px\" \/><\/figure>\n\n<ul class=\"wp-block-list\">\n<li><span style=\"text-decoration: underline;\">Associated User<\/span> : Open Bee\u2122 Portal user to associate with the new employee<\/li>\n\n\n\n<li><span style=\"text-decoration: underline;\">Employee&#8217;s name<\/span> : the name that will be used to generate the third-party account<\/li>\n\n\n\n<li><span style=\"text-decoration: underline;\">Employee number<\/span> : the number that will be used to generate the third-party account<\/li>\n<\/ul>\n\n<p>Clicking on the &#8220;Add&#8221; button creates the new employee. This then appears in the list of employees.<\/p>\n\n<h4 class=\"wp-block-heading\">Employee List Synchronization<\/h4>\n\n<p>The &#8220;Synchronize list&#8221; action opens a new window to start the synchronization:<\/p>\n\n<figure class=\"wp-block-image size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"688\" height=\"375\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2024\/06\/image-6.png\" alt=\"\" class=\"wp-image-22643\" style=\"width:571px;height:auto\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2024\/06\/image-6.png 688w, https:\/\/help.openbee.com\/wp-content\/uploads\/2024\/06\/image-6-300x164.png 300w\" sizes=\"auto, (max-width: 688px) 100vw, 688px\" \/><\/figure>\n\n<p>This action will synchronize the list of employees with the list of Open Open Bee\u2122 Portal users. It will have the effect of:<\/p>\n\n<ul class=\"wp-block-list\">\n<li>Disable employees whose associated user is deactivated<\/li>\n\n\n\n<li>To add an employee for each user who is not declared as an employee<\/li>\n<\/ul>\n\n<p>This action is asynchronous, i.e. it is performed in the background and does not prevent the use of the application while waiting for the action to complete.<\/p>\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>An automatic synchronization takes place every night<\/p>\n<\/blockquote>\n\n<h4 class=\"wp-block-heading\">Import\/export of employees<\/h4>\n\n<p>The &#8220;Import\/Export&#8221; action allows you to export the list of employees in CSV format. The information can thus be modified in bulk before being reimported into the expense report application:<\/p>\n\n<figure class=\"wp-block-image size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"690\" height=\"550\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2024\/06\/image-7.png\" alt=\"\" class=\"wp-image-22647\" style=\"width:539px;height:auto\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2024\/06\/image-7.png 690w, https:\/\/help.openbee.com\/wp-content\/uploads\/2024\/06\/image-7-300x239.png 300w\" sizes=\"auto, (max-width: 690px) 100vw, 690px\" \/><\/figure>\n\n<p>The CSV file must follow the following structure:<\/p>\n\n<ul class=\"wp-block-list\">\n<li>Column 1: Must contain the Open Bee\u2122 Portal user ID<\/li>\n\n\n\n<li>Column 2: Must contain the Open Bee\u2122 Portal user&#8217;s email address<\/li>\n\n\n\n<li>Column 3: must contain the employee&#8217;s name<\/li>\n\n\n\n<li>Column 4: must contain the employee&#8217;s registration number<\/li>\n<\/ul>\n\n<h3 class=\"wp-block-heading\">Nomenclature of third-party accounts<\/h3>\n\n<p>The third-party account nomenclature is used to define the naming rule for third-party accounts.<br\/>When exporting the accounting entries, this rule is used to generate the third-party account of the employee concerned by the expense report.<\/p>\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"356\" height=\"126\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2024\/06\/image-8.png\" alt=\"\" class=\"wp-image-22652\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2024\/06\/image-8.png 356w, https:\/\/help.openbee.com\/wp-content\/uploads\/2024\/06\/image-8-300x106.png 300w\" sizes=\"auto, (max-width: 356px) 100vw, 356px\" \/><\/figure>\n\n<p>This rule is a free text input field, in which two variables can be added:<\/p>\n\n<ul class=\"wp-block-list\">\n<li><strong>[NAME]<\/strong> : this variable is replaced by the employee&#8217;s name during the accounting export<\/li>\n\n\n\n<li><strong>[EMNUM]<\/strong> : this variable is replaced by the employee&#8217;s number during the accounting export<\/li>\n<\/ul>\n\n<p>For example, with an employee &#8220;<strong>John DOE&#8221;<\/strong> with the number &#8220;<strong>EMP921546<\/strong>&#8220;, the string &#8220;<strong>401[NAME]_[EMNUM]<\/strong>&#8221; will give the result: <strong>401John DOE_EMP921546<\/strong>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Use this section to manage employee information for expense report usage. This information will be used for the generation of the third-party account in the case of the export of the accounting entries of an employee&#8217;s expense report. An employee is an Open Bee\u2122 Portal user whose information can be exported when the expense report [&hellip;]<\/p>\n","protected":false},"author":93,"featured_media":0,"parent":24106,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-24038","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/24038","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/users\/93"}],"replies":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/comments?post=24038"}],"version-history":[{"count":1,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/24038\/revisions"}],"predecessor-version":[{"id":24039,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/24038\/revisions\/24039"}],"up":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/24106"}],"wp:attachment":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/media?parent=24038"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}