When you begin using Leapsome, one of the first actions you will conduct is uploading your employee data. This can either be done manually via an Excel file bulk upload or via an HRIS integration.
Once your user data is imported, Leapsome will create profiles for each employee and they will be listed in the 'Company' > 'Employees' portion of the platform.
Only Super-Admins and Admins of the platform will have access to the page by default. In order for non-admins to access this page, please enable the setting found in 'Settings' > 'Company' > 'Basic settings' > 'Configure access to global features'. There, enable the setting 'Allow regular users to access the employee list'. Regular users will only see their colleagues' full names, email addresses and job titles. If this setting is disabled, the section 'Employees' will not show up under 'Company' for these users.
When in the 'Employees' page, Super-Admins and Admins, by default, will see the following fields:
- User profile picture alongside their full name
- Profile status of the platform
- Their email address
- Title
- Level
- Start date
- The team they belong to
- Their primary manager
- Platform role
- Phone number
- Birthday
While all submitted data will show within a user's profile, you can customize which user data should be readily visible in the columns beside their name. Please click on the gear icon on the right-hand side and unmark the fields you don't want to be listed in the table. Make sure to click 'Save' for the changes to apply. To reiterate, this is only for your own ease-of-use; Unmarking the 'Email' field will not make the email information disappear from the user's profiles.
You will also see the number of employees you have on your 'Employees' page. The number of employees changes according to the filters applied. For example, if you filter for a team 'Engineering' - the number will reflect the number of employees that belong to this team. If you want to see the total number of users in your account, remove all filters.
Filters
You can filter your employees to narrow down a specific list of users. You can use the following filters:
- Custom attributes
- Users
- Status
- Teams
- Direct reports of
- Locations
- Roles
- Levels
- Contributor type
- Employee start date
- Impersonation allowed
- Predefined
- Saved
A combination of filters can be used.
Changes to a user's profile
If you wish to make manual changes to a user's profile, hover over a user and click on the pencil icon denoting 'Edit'. In the page that opens up, you will be able to make changes such as personal details, job details, compensation, platform role and HRBP access, upload documents, assign custom attributes and track changes to this user's data.
Additionally, next to the editing functionality, you can see a key icon that allows super-admins to impersonate their users. More information on this can be found here.
Lastly, you can deactivate a user.
Bulk actions
Within the 'Employees' page, you can perform bulk actions, such as inviting or deactivating wanted users. Additionally, you can bulk update employee attributes, such as their start or termination dates, length of notice, update an additional manager, and more. Updating includes changing one attribute to the other, assigning to a new attribute, or resetting an attribute entirely.
To have these options appear, click on the boxes on the left-hand side of at least one of the user avatars and then click on 'Update attribute' above the employee list.
In the pop-up modal, choose between updating or resetting an attribute. Below, choose the attribute. When making an update, once you choose an attribute, below a new field will appean in which you'll be able to define the change that should take place. For example, if the attribute selected is 'Job title', in the field below, type out the new job title for the selected users.
'Actions' dropdown
This functional button will allow you to:
- Add employees manually (either individually via email addresses or in bulk via Excel)
- Manage Teams (and create new ones)
- Manage Levels (and create new ones)
- Manage Custom Attributes (and create new ones)
- Bulk upload files
- Export employees
- Export compensation history (after it's imported via these steps)
- Export One-Time-Passwords
Scheduling updates in employees' profiles
When updating your employees' information, you have the option to save the changes immediately or schedule them to take effect on a future date.
For instance, if an employee has received a promotion that includes a title change, but the change is set to occur in two weeks, you can easily manage this in Leapsome. Simply navigate to the employee's profile, update their job title, and click 'Apply changes' > 'Set effective date'. From there, you can choose the date when the change should take effect. You can schedule a date in the past or future. If a change is scheduled for the past, this will override all changes after the date you specified.
You can schedule updates for more than one attribute. Changes for the future will be activated at the effective date in the future at 00:00 UTC.
Please note: If a scheduled change is not possible at the effective time (e.g. the team was deleted, or the custom attribute is no longer active), then the scheduled change on the effective date will be canceled.