Employees

The Team page brings together everything that concerns people in the team. You find it in the sidebar under Company → Team. Five tabs are at the top:

Tabs you may not use remain visible but are grey and name the missing right. Organisation admins have all rights. How to grant rights is described under Roles and permissions. A small counter on the tab Recruiting shows new applications, and on the tab My documents open tasks for you.

TeamCopy link to heading

The list shows each person with name, email address and role (admin or the permission profile, for example "Sales rep"). You recognise yourself by the label "You". Below are the person's projects with their function in the project: project lead, salesperson, backup salesperson or read only. A person without a project shows "No project assigned". Each person also shows the plan of their seat, and for a trial seat also until when the trial runs. With the right "Personnel files and contracts" additional markers show the status of the file ("Questionnaire open", "Questionnaire submitted", "Awaiting confirmation", "Recruiting").

Invite personCopy link to heading

The button Invite person opens the invitation window with its steps: role, person, profile and plan, modules, setup and summary. Personnel file and invitation are created in one step. With the right "Personnel files and contracts" you invite employees with the profile "Sales rep"; admins choose any role, including guests and "Try out a new hire". Everything on this is described under Invite employees.

Above the list admins see the Open invitations with the statuses "Being sent", "Sent", "Failed" or "Expired". Next to them are Send again and Withdraw. If the person accepts the invitation, they automatically become an active employee; their file remains.

Departure with handoverCopy link to heading

When someone leaves the team, their open work does not stay with a person who no longer has access. When you Remove (admins only), Leadmode guides you through the handover:

The handover applies in full or not at all: if it fails, everything stays unchanged. After that the project assignment ends, and Leadmode removes the person. Leadmode records every handover in a log, with project, handing-over and taking-over person, the person who carried it out and the time.

What stays: calls, appointments, hours, reports, compensation and the personnel file stay with the person, only future responsibility passes to the chosen person. Personal mailbox and calendar connections are paused, not deleted.

The dialogue also shows what happens to the seat: access ends immediately, but the paid seat runs until the end of the paid period, with the date and, where applicable, the monthly invoices still to come. If you invite someone new by then, that person takes over the paid seat at no extra charge. If the person is still in the trial (Try out a new hire), the seat ends at once on removal, with no further costs. Guests do not occupy a seat.

Personnel fileCopy link to heading

With Open file (right "Personnel files and contracts") you open a person's file. Team at the top left takes you back to the list. At the top right, Compensation opens the person's terms (see Compensation) and Working time their working days and times. The file has six tabs: Overview, Projects, Goals, Personnel questionnaire, Contracts and Files.

OverviewCopy link to heading

On the left is the setup as a checklist. It is derived from existing data and stores nothing twice:

Open items have, where possible, a button (for example Request, Create, Store). You do not assign projects in the file but on the project page under Staffing, see Project staffing. Phone numbers and mailboxes are assigned under Settings.

On the right is the administration:

• Type of employment: employee, freelancer, mini-job, working student or intern. It determines which details the personnel questionnaire asks for.
• Permission profile (not for admins). The profile determines which areas the person may use. Only admins may change it.
• Make admin and Remove (admins only). The admin role cannot be withdrawn here. Anyone removed loses access to the organisation immediately. You hand over open work at that point, see Departure with handover.

ProjectsCopy link to heading

The Projects tab shows in which projects the person has which function (project lead, sales rep, reserve sales rep, read). You cannot assign or remove anything here: that happens on the project page under Staffing with Add person, see Project staffing. Open staffing takes you there directly.

GoalsCopy link to heading

In the Goals tab you set which quotas the person should reach. On the dashboard the respective number is colored accordingly: green when the goal is reached, yellow just below, red clearly below.

Personnel questionnaireCopy link to heading

If no questionnaire has been requested yet, Request questionnaire appears there. Afterwards you see the answers and decide:

• Edit: add or correct details, then Save.
• Adopt: the submitted questionnaire counts as checked.
• Reopen: the person can edit it again.

The status reads "Questionnaire open", "Questionnaire submitted" or "Questionnaire adopted". Which details exist depends on the type of employment and on the employment model: each person has a deliberately chosen model (Germany, abroad or a custom one), which determines which details are required, optional or hidden. A person working outside Germany does not have to give a German social security number or health insurer. When the model is changed, the interface shows beforehand what changes; saved details remain. There are sections for personal data, address and contact, bank details, tax, social security, employment and, for freelancers, self-employed activity (for example business registration, tax number, VAT ID). Sensitive details such as IBAN, tax ID and social security number are stored encrypted in the database and checked for format errors before submission (for example the IBAN checksum).

ContractsCopy link to heading

With Create contract you choose a template (only active templates that match the type of employment or apply to everyone), check the title and fill in the requested fields. Name, address, date of birth, start date, position and type of employment are filled in by the system from the file and questionnaire. With Preview you see the PDF; with Provide the contract goes to the person.

Each contract has a status:

With View you open the PDF. The confirmation is a note in the system. It does not replace a qualified electronic signature. Whether a contract is sufficient in law for this purpose is for you to clarify.

FilesCopy link to heading

The tab Files shows the personnel documents of the person, that is, documents you file for them. They lie in a separate personnel file library.

TemplatesCopy link to heading

The tab Templates (right "Personnel files and contracts") has two areas.

Contract templatesCopy link to heading

With Template you create a new one; a click on an existing one opens it. The switch Active/Inactive removes a template from the selection. In the dialogue:

• Name and Applies to: "All types of employment" or a single one.
• Contract text: you write the texts yourself. Insert sample text provides a starting point. # and ## at the start of a line are headings, a blank line separates paragraphs, a - starts a list item.
• Insert placeholder: full name, first name, last name, email, phone, street, postcode, city, address, date of birth, position, type of employment, start date, name of the organisation, today's date. The system fills these in.
• Custom field, for example "Fee", inserts a placeholder that you fill in yourself when creating the contract. Known fields are compensation, fee, other, probation period and weekly hours.

The letterhead and the appearance of the PDF come from the billing data.

Personnel questionnaireCopy link to heading

Here you set which details are requested. Each section (for example "Bank details", "Tax") can be expanded. For each detail there are two switches: Ask and Required. A padlock marks sensitive details. With Question you add up to 15 custom questions (answer type text, date or yes/no, with a required switch). They appear in the section "Further details". You save via the bar at the bottom edge.

For each employment model you also set whether a detail is required, optional or hidden. The selection in the field Gender can be reduced per organisation (for example male/female) without deleting stored values. The field always carries a yellow note about the organisation's responsibility for this detail.

My documentsCopy link to heading

Here you see what is ready for you. If there is nothing, it says "Currently nothing is available for you".

• Personnel questionnaire: a line shows how many required details you have filled in. Save draft secures your state, Submit checks your details and sends the questionnaire to personnel administration. Afterwards you see your answers under "My details" until administration adopts or reopens it.
• Contracts: with View you open the contract as a PDF, with Read and confirmed you confirm it.

See alsoCopy link to heading

• Recruiting
• Compensation
• Invite employees
• Roles and permissions