Add and edit employees
Add one or more people in the Add them here grid, edit a person's details in their side panel, adjust their benefit allowance for the year, and read the allowance adjustment history.
To add a few people, type them straight into the grid on Add employees. Each row is one person, and nothing is saved until you review the list and confirm it. Adding someone creates their employee record, links a sign-in account and sends a welcome email. Later, you edit their details and adjust their allowance from their side panel in the employee list. This article covers all of it.
Open Add employees
In the webapp, open the HR menu and select Add / Manage Employees. The page, Add employees, offers two ways to add people:
- Add them here: type or paste new people into a table. Good for one person or a few.
- Import a file: upload the Excel template to add many people or update everyone at once. See importing employees from a file.
Add them here is selected when the page opens.
If your employee data comes from an HR system, the page says Employees are added in and the system's name instead. Add, remove and terminate people in that system, then sync.
Fill in the grid
The grid, New people, starts with one empty row. Fill in one row per person:
- First name and Last name.
- Email: the work address they sign in with, and where the welcome email goes.
- Job title.
- Start date: today to begin with. Change it if the person starts later.
- Manager (optional): who approves their expenses. Leave it as No manager if you set it later.
- Allowance: worked out for you from the start date. See below.
Select Add another person for another row, and the remove button at the end of a row to take it out.
Details for each row
Select the arrow on a row to open its Details. They come in three groups:
- Identity: Employee number, Personnummer and Gender (optional).
- Pay: Annual salary, Pensionable salary, Tax table and Employment %, which is 100 to begin with.
- Address: Street, Postal code and City, all optional.
The date of birth is taken from the personnummer, so you do not type it. The country is your company's country.
Personnummer, Pensionable salary and Tax table are Swedish fields. They are there because your company is set up for Sweden. For a company in a country without personnummer, the date of birth is asked for in Details instead.
Custom fields are not part of the grid. Add them from the person's side panel once they are added. See managing custom employee fields.
The allowance and its tag
The Allowance cell shows what the person will get for the current benefit period. When the start date falls partway through the period, a tag sits next to the amount:
- Pro-rated: the allowance covers the part of the period from the start date. Select the tag to give the full year instead.
- Full year: the full yearly amount. Select the tag to pro-rate it again.
Each new row starts from your company's choice under Pro-rate for new employees on Allowance settings. A start date at or before the start of the period always gets the full amount, so it has no tag. For how the amount is worked out, see pro-rating the allowance for a new hire.
Paste from a spreadsheet
You do not have to type everything. Copy rows from Excel or another spreadsheet, select a cell in the grid and paste. The values fill the grid from that cell, left to right in the grid's column order and downwards, and new rows are added as needed. Put your spreadsheet's columns in the same order as the grid first. The Allowance column is always worked out, never pasted.
Undo a change
Select Undo, or press Ctrl+Z (⌘+Z on a Mac), to undo the last change in the grid: a typed value, a paste, a removed row or a switched tag. You can undo up to 50 steps.
Row status
The end of each row shows where it stands:
- 3 fields left (or however many): required fields are still empty. Open Details if the grid's own cells are filled.
- Fix details: a value needs correcting. The field is outlined in red with a note under it.
- Complete: the row is ready.
The notes you may see include Required., Check the email address., Numbers only. (for the tax table and employment %), Used twice in this list. (two rows have the same email or employee number) and Already an employee: followed by a name (the email or employee number belongs to someone already in your company). Salaries are read like any amount, so 540000 and 540 000 both work, and employment % is a number from 1 to 100.
Review and add
While the grid has people in it, a bar at the bottom of the page says how many new people there are. Discard clears the grid. Review and add checks every row first: if anything is missing, the fields to fix are marked in red and Details opens on the rows that need it.
When every row is complete, a review opens, titled for example Add 3 people? It lists each person with their job title, start date, allowance, and when their welcome email goes out: now, or on their start date if that is later. Select Back to make changes, or Add people (Add person for one) to save.
Everyone in the review is added together. If CLVR cannot add one of them, nobody is added and the message says what to fix. You can add up to 100 people at a time; for more, import a file.
Afterwards, a confirmation says how many people were added, for example "3 people added. They're in All employees now.", and the grid is cleared. For each new person, CLVR:
- creates the employee record and sets their manager, if you picked one;
- links a sign-in account to their email;
- sends a Welcome to CLVR Benefits email right away, or on the morning of their start date if they have not started yet.
To see exactly what the employee receives, see what new employees receive when added.
Edit an employee's details
You edit a person from their side panel, without leaving the employee list. In HR, select View All Employees and select the person's row. The panel opens on the Overview tab.
Under Employee data, select a value to change it in place. A changed value is tinted until you save it. Annual salary is editable, and Monthly salary next to it is worked out from it, so you do not edit it directly. The Manager and the person's custom fields are part of the same list.
Your changes are not saved one by one. They collect in a bar at the bottom of the panel, for example "2 unsaved changes to Anna", which lists what changed. Select Save changes to save them all, or Discard to drop them. If you try to close the panel or move to another person first, CLVR asks Discard unsaved changes? so nothing is lost by accident. Every save records which fields changed, so there is a history of edits on the employee.
The employee signs in with their work email, so their profile and sign-in account are kept together. When you change their first name, last name or email, the same change is applied to their sign-in account. If an employee's work email changes, change it here rather than asking them to create a new account. They keep their history and access.
If your employee data comes from an HR system, the fields that system owns are locked, with a note saying why.
To add a field beyond the standard ones, such as a cost center or team, use + Add custom field on the same tab. See managing custom employee fields.
Adjust an employee's benefit allowance
Sometimes one employee needs a different allowance for the year: a top-up to recognise something, or a deduction to correct a balance. You can make that one-time change to one person in two places:
- Add or deduct in the Allowance card on the Overview tab of their panel, or on the Adjustments tab.
- Adjust allowance in the row's ⋮ menu in the employee list.
Both open the same short form:
Enter an Amount (kr). A positive number such as 500 adds to the allowance; a negative number such as -500 deducts from it. The form shows the New total as you type.
Enter a Reason. It is required and is shown under Adjustments, so write something a colleague will understand later, for example "Q2 wellness top-up" or "Correction for double credit".
Select Adjust balance. The change saves at once, without the save bar, and a confirmation appears, for example "500 kr added to Anna's allowance."
An adjustment changes the allowance only for this year's benefit period. For a lasting change that carries into future years, edit the employee's benefit allowance instead. The form reminds you of this above the fields.
Read the allowance adjustment history
Every manual change is recorded on the Adjustments tab of the person's panel, so there is always a record of what changed, by how much, who did it and why. The tab's name shows how many adjustments there are.
If the person's allowance was pro-rated because they started or left partway through the period, the tab starts with a line that spells out the calculation (base allowance / days in the year × days employed = pro-rated amount). That line explains the figure; it is not a manual adjustment.
Below it, each adjustment shows:
- the reason entered when it was saved;
- who made it, or CLVR for a change made by CLVR support on your behalf;
- the amount, with a plus sign for an addition and a minus sign for a deduction;
- the date it was made.
The Allowance card on the Overview tab brings it together: what is left of the total, then Base, Adjusted, Total and Expenses.
Adjustments are a permanent record and cannot be edited or removed after they are saved. To fix a mistake, add a counter-adjustment (for example, deduct 500 kr to cancel an accidental 500 kr addition) and say in the reason that it reverses the earlier entry. Both entries stay visible.
Troubleshooting
- Review and add marks fields in red. A required field is still empty or a value needs fixing. Look at each row's status, and open Details on rows that still have fields left.
- "Already an employee:" and a name. That email or employee number belongs to someone already in your company. Check for a typo, or open that person in the employee list instead.
- "Used twice in this list." Two rows have the same email address or employee number. Each person needs their own.
- "Numbers only." The tax table or employment % contains something other than a number. Type the number only, for example 32 or 100.
- Nobody was added. CLVR adds everyone in the review together, so one refused row stops them all. The cells it refused are marked in the grid, for example an email that someone at another company already signs in with. Fix them, then select Review and add again.
- The allowance has no Pro-rated tag. The start date is at or before the start of the benefit period, so the person gets the full year anyway.
- I want to add a custom field for a new person. Add the person first, then open them in the employee list and use + Add custom field.
- The welcome email did not arrive. The account is created even if the email is delayed. If the person has not started yet, the email waits for their start date. Otherwise, ask them to check spam, and check the email address on their record.
- My changes in the panel did not save. They wait in the save bar until you select Save changes. A change that was refused stays unsaved, with a note on the field.
- The Adjust balance button stays off. Both Amount (kr) and Reason are needed, and the amount cannot be 0.
- I deducted by mistake, or entered the wrong amount. Adjustments are not edited afterwards. Make a second adjustment in the opposite direction.
- I want a change to apply every year. Change the employee's benefit allowance, not a one-time adjustment, which only affects this year.
- An adjustment shows CLVR as who made it. CLVR support made that change on your behalf, not someone on your HR team.