Overview
Global Employees are designed for organisations where staff regularly work across multiple locations.
Instead of creating separate employee records at every site, a Global Employee uses one shared record that can be linked to multiple sites.
This means employee information only needs to be managed once while remaining available throughout your organisation.
Any updates made to the employee are immediately reflected across every linked site.
Site Employees vs Global Employees
Site Employee | Global Employee |
Exists at a single site | Can be shared across multiple sites |
Managed independently | Managed from one central record |
QR code belongs to one site | One QR code works across all linked sites |
RFID assigned to one employee record | RFID works across all linked sites |
Changes must be made at each site | Changes automatically apply everywhere |
Creating a Global Employee
You can create a Global Employee directly from the Global Directory.
To create a new Global Employee:
Navigate to Global → Directory.
Click + New Global Employee.
Enter the employee’s details.
Select the sites the employee should belong to.
Save the employee.
The employee will immediately become available across all selected sites.
Converting a Site Employee
If an employee already exists at one of your sites, you can convert them into a Global Employee.
When converted:
The existing employee record is retained.
A Global indicator is added to the employee.
The employee can be shared across multiple sites.
Existing attendance history is preserved.
This makes it easy to transition existing employees without recreating their records.
Assigning Sites
Each Global Employee can belong to one or many sites.
When creating or editing a Global Employee, simply select the locations they should have access to.
If an employee no longer works at a particular site, simply untick that location.
There is no need to archive or recreate the employee.
Managing Account Access
Being a Global Employee does not automatically provide dashboard access.
Employee records and account access are managed separately.
You can choose whether a Global Employee has:
No dashboard access
Global Overview access
Global Administrator access
If dashboard access is enabled, the employee can log in once and select the site they wish to work from.
For more information, see What is Account Access?
Shared QR Codes & RFID
Each Global Employee has:
One QR code
One employee record
One shared email address
One shared phone number
The same QR code works across every linked site.
RFID credentials are also shared, allowing employees to use the same RFID card or fob wherever they work.
Multiple RFID cards or fobs can be assigned to the same employee if required.
Updating Employee Details
Global Employees only have a single employee record.
Updating information such as:
Name
Email address
Phone number
Vehicle details
QR code
RFID assignments
automatically updates every linked site.
This removes the need to maintain duplicate employee records across your organisation.
Attendance
Although the employee record is shared, attendance is always recorded against the site where the employee checks in.
For example, if an employee checks in at Site A, their attendance appears within Site A’s reports and dashboards.
This allows organisations to maintain accurate site-level attendance while centrally managing employee information.
Archiving a Global Employee
When a Global Employee is archived, they are archived across every linked site.
This removes the employee from active use while preserving their historical attendance records.
Managing Employees from the Global Directory
The Global Directory provides a central place to manage all Global Employees.
From here you can:
Search employees by name, email address or phone number.
Edit employee details.
Change Global roles.
Manage account access.
Add or remove linked sites.
Archive employees.
Only Global Employees appear within the Global Directory.
Site-only employees continue to be managed from their individual site.
Related Articles
What is Global?
Using the Global Directory
What is Account Access?
Roles & Permissions
Employees
Important Notes
Global Employees use a single employee record shared across multiple sites.
Employee information only needs to be maintained once.
QR codes and RFID credentials work across every linked site.
Attendance is always recorded against the site where the employee checks in.
Dashboard access is managed separately from the employee record.
Employees can be added to or removed from individual sites at any time.
Archiving a Global Employee archives them across every linked site while preserving historical records.