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Documentation Index

Fetch the complete documentation index at: https://docs.yrka.io/llms.txt

Use this file to discover all available pages before exploring further.

Personnel is your central workspace for everything related to your employee roster. You can browse the directory, open individual profiles, manage documents and credentials, assign jobs and teams, configure app access, and review profile change requests submitted by employees. Open it by selecting Personnel from the admin sidebar or navigating to /admin?tab=employees.

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The employee directory

The directory lists all employees in your organization. Use the filters at the top to narrow by status or attention signal:
  • Active — employees with current active status.
  • Invited — employees who have been sent an invitation but haven’t accepted yet.
  • Inactive — employees who are no longer active.
  • Attention needed — employees flagged by a missing document, expiring credential, open profile change request, or other signal requiring review.
You can also reach filtered directory views from drilldown links in Dashboard, Reports, and Inbox — these links preserve the relevant filter context so you land in the right place. From the directory, you can send a direct message to an employee, activate or deactivate a record, and open the Manage Access modal to adjust app permissions.

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Employee profile sections

Select any employee in the directory to open their profile. The profile is organized into sections:
Identity, contact, employment, emergency contact, and payroll-prep fields. Review this section before editing sensitive information. Changes to payroll-prep details should be routed through the payroll-prep owner before approval.
Visible credentials (licenses, certifications), document records, active document requests, and expiration context. Upload or link documents, create document requests for employee self-service, and review employee-submitted files before treating them as accepted.
Current pay period earned-pay visibility, leave balances, paystubs, timecards, and saved payroll history. This section appears based on access settings.
Confirmed assigned schedule events for this employee. Useful for cross-referencing schedule context without leaving the profile.
Assigned company jobs with job details, plus history from recent time entries and schedule assignments. Use this to confirm which jobs the employee can use in time entry and scheduling.
Department, team, job-role, and reporting context. Update these assignments when scheduling, communications, or report targeting should change.
Human-authored operational reviews when enabled. Reviews are lightweight notes tied to factual evidence — they are not automated scores or AI judgments.
Profile change, document request, document, credential, and organization-structure assignment history. Use this for audit context when a change needs a trail.
Admin-authored free-text notes. Use structured employee record types for operating records instead of long-lived facts stored in Notes.

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Manage documents and credentials

1

Open Credentials and Documents

Navigate to the employee profile and select the Credentials and Documents section.
2

Review existing records

Inspect visible credentials, document metadata, active requests, and expiration badges. Expiring or expired items are highlighted so you can act before dependent workflows are affected.
3

Upload or link a document

Use the profile document actions to upload a file, link to an external resource, or create a metadata-only record. Set the visibility (employee-visible or confidential) and confirm the setting before saving.
4

Create a document request

When the employee should provide or replace a file through self-service, create a document request. The employee sees the request in their profile and can upload a response.
5

Review employee submissions

Employee-submitted documents generate a work item for admin review. Review the submission before treating the record as accepted.
6

Archive obsolete records

Archive credentials or documents that are no longer active rather than deleting them. Archived records remain as historical evidence in the profile.

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Document status meanings

StatusMeaning
RequestedAn admin asked for employee follow-up
Submitted / needs reviewThe employee provided material that still needs admin review
Expired / expiringThe credential or document date needs attention
ArchivedNo longer active but retained as historical evidence
Confidential documents open only through the signed document route for users with the required permission. If a signed document won’t open, confirm the viewer has the correct access level.

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Manage jobs, departments, teams, and reporting

Use the Organization section of the employee profile — and the Departments, Teams, and Reporting views in the Personnel sidebar — to connect employees to your operational structure.
Assign company jobs to give an employee access to the job context they need in time entry, scheduling, and payroll prep. Create jobs first in Admin Tools > Types, then assign them from the employee profile.
Job assignments don’t create schedule events. They make a job available to that employee in time entry and schedule contexts.
After updating jobs, departments, teams, or reporting relationships, verify the change is reflected in the downstream surfaces that use them — Schedule, Timekeeping, Messages, Resources, Training, and Reports.

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Manage access

Use the Manage Access modal on an employee’s directory row or profile to configure how an employee can use the Yrka app.
Assign an admin role to give the employee access to the admin workspace. Admin roles are defined in Admin Tools > Types and carry RBAC permissions for specific surfaces and actions.
Control which sections of the employee app the employee can open: Details, Credentials and Documents, Payroll, Schedule, Job Assignments, Organization, Reviews, and Lifecycle and History. Disable the sections the employee shouldn’t see.
Control whether the employee can make manual time entries, clock in and out, or both. Also configure whether the employee can submit correction requests for their own entries.
Control whether the employee can submit profile change requests, document requests, availability change requests, time-off requests, and coverage requests.

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Invitations

After configuring access, prepare and send an invitation to give the employee access to the app. Confirm the employee’s work email is correct before sending — the employee must use the exact invited email to accept. Use the invite filter in the directory to review employees by invitation status: Not invited, Sent, Opened, Accepted, Expired, Revoked, Bounced, Failed, Manual delivery, and Access ready. If email delivery is unavailable, use the manual invite link fallback. Share only the generated link; do not copy token digests or raw invite URLs into support notes.
Bulk invitation actions are deduplicated and capped. Review large cohorts in batches to avoid sending duplicate invitations.

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Review profile change requests

When an employee submits a profile change request through self-service, it appears in Admin > Messages > Inbox and on the employee’s profile with an open status.
1

Find the request

Open Admin > Messages and filter Inbox for profile change requests, or open the employee’s profile directly and look for the open request indicator.
2

Review the proposed changes

The request shows the changed-field count, before and after values for each field, and any note the employee added. Compare the proposed changes against the current profile and any required supporting context.
3

Decide

Approve when the change is accurate and should update the profile. Deny when the request is incomplete, unsupported, or needs a different workflow. Leave a reply or review note when the employee or another admin needs context.
4

Confirm the outcome

Approved values appear in the employee profile after refresh. Denied requests preserve the submitted values and review note as evidence without changing the active profile. The request leaves the active review queue.
Profile change requests are review-first. Employee submission does not automatically update official records. Payroll-prep detail changes should be routed through the payroll-prep owner before approval.

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Common issues

Check app access flags and section grants in the Manage Access modal. Sections not enabled in access settings won’t appear for the employee.
Confirm they’re using the exact invited email address and that the invitation hasn’t expired or been revoked. Resend or generate a new manual link if needed.
Confirm the employee is active and the assignment is current in the Organization section of their profile.
Confirm the viewer has the required permission for confidential documents and that the signed URL route can verify the access scope.
Confirm the request belongs to the correct employee and hasn’t already been resolved. Check the Lifecycle and History section for past request outcomes.
Personnel stores operating records. It does not provide HR, legal, tax, or compliance advice. Employees see only the sections enabled in their access settings and non-confidential documents.