Understand how employee records work in Sanka, including user access, departments, roles, employment status, attendance, contracts, expenses, imports, and AI checkpoints.
Last updated: May 29, 2026
The Employee object stores workforce records for people who work with your organization. Use employee records to manage names, contact details, departments, positions, employment status, user access, approval responsibilities, attendance context, contracts, expenses, and reporting.This reference explains what an employee record should contain, how it connects to attendance and workspace access, and what to check before creating, updating, importing, archiving, or troubleshooting employee records with AI, workflows, CSV, or manual entry.
Claude/Codex
Review this employee record before changing it. Check name, email, department, role, employment status, workspace access, attendance records, contracts, expenses, approvals, duplicate employees, and permissions. Do not update the record yet.
Reviewing employeeI reviewed the employee record. Confirm identity, access, employment status, related attendance/contracts/expenses, duplicate risk, and permissions before updating.
Ask for another employee check...
What an employee record represents
An employee record represents a person whose work, access, approvals, or workforce-related activity needs to be tracked. It should help your team answer:
Who is the person and how should they be contacted?
Which department, team, location, or role do they belong to?
Are they active, scheduled to join, on leave, or retired?
Do they need a workspace user account or only an employee record?
Which attendance, absence, review, contract, expense, approval, or workflow records are related?
Who owns updates to their employee information?
Common fields include:
Employee ID or record ID
Name, email address, phone number, and contact information
Department, position, team, manager, and work location
Employment type, start date, end date, contract period, and status
Standard working hours, work style, shift pattern, and attendance rules when used
Workspace user, role, permission set, and approval responsibility when access is needed
Related attendance, absences, reviews, contracts, expenses, tasks, files, and notes
Source details from UI, CSV, integrations, actions, workflows, or AI-assisted creation
An employee record and a workspace login are related but not always the same thing. Some people may need both employee data and application access; others may be tracked only for HR, attendance, approval, or reporting purposes.
How employees connect to other records
Employee records often sit at the center of workforce operations.
Attendance: work days, shifts, time entries, breaks, overtime, leave, and approvals
Absences and leave: leave requests, approval status, dates, requester, and approver
Reviews and performance: review history, reviewer, score or feedback, and follow-up tasks
Workspace access: user account, role, permission set, module access, and login status
Contracts: employment agreements, renewal dates, contract period, and related documents
Expenses: employee-submitted expenses, reimbursements, approvals, and accounting handoff
Workflows and actions: onboarding tasks, renewal reminders, access changes, and approval routing
Reports and dashboards: headcount, active employees, attendance trends, expense status, and approval workload
Creating an employee does not automatically grant workspace access, create attendance records, approve leave, create payroll, or reimburse expenses. Those outcomes depend on user invitation, permissions, attendance setup, workflows, approvals, and finance processes.
Review before changing employees
Ask AI to review identity and access-sensitive fields before changing employee records.
Sample prompt
/sanka Check this employee record before updating it. Compare name, email, department, role, manager, employment status, workspace access, permission set, attendance records, absences, contracts, expenses, duplicate employees, and audit history. Ask for confirmation before changing access or status.
For imports or bulk edits, ask for a dry-run mapping review first.
Sample prompt
/sanka Review this employee import before running it. Map employee ID, name, email, department, role, manager, employment type, start date, end date, status, workspace user, and duplicate key. List rows that need manual review. Do not import or update records yet.
Expected behavior
When an employee record is created or updated successfully:
It appears in the Employee object list unless it is archived or filtered out by the current view.
Identity, department, role, employment status, dates, manager, custom fields, and related records are saved when configured.
Attendance, absences, reviews, contracts, expenses, tasks, and reports can reference the employee.
Workspace access changes only when a user account, invitation, role, or permission setting is configured.
Workflows and actions can create follow-up tasks, reminders, approvals, or access-related steps when configured.
CSV imports and bulk edits follow required fields, matching rules, permissions, validation, and duplicate handling.
Employee updates do not bypass permissions, required fields, workspace access rules, approval routing, attendance validation, payroll or reimbursement checks, duplicate detection, or audit history.
Troubleshooting
An employee is missing from the list
Check the current view, archive state, department filter, status filter, workspace, permissions, import result, and whether the person exists only as a workspace user or contact.
The employee cannot log in
Check whether a workspace user account exists, whether the invitation was sent and accepted, whether the email address matches, whether the user is active, and whether the required role and module access are assigned.
Attendance or expenses are not linked
Check whether the attendance or expense record references the correct employee, whether duplicate employee records exist, whether the employee was imported with a different ID or email, and whether the user has access to the related object.
Department, manager, or role looks wrong
Review recent transfers, import mapping, bulk edits, workflow updates, and manual changes. Confirm whether the value is used for reporting only or also for permissions and approval routing.
A duplicate employee exists
Check email address, employee ID, external ID, name variants, workspace user association, and import matching keys. Review related attendance, expenses, contracts, and approvals before archiving or merging records.
AI cannot decide whether this is a bug
Ask AI to compare employee identity, workspace access, status, department, manager, related attendance, expenses, contracts, import mapping, permissions, and audit history. Treat it as a possible bug only after confirming setup and source data are correct.
Checkpoints
Before updating identity, access, status, department, manager, imports, bulk edits, or archive state, check employee identity, duplicate risk, workspace access, related attendance, expenses, contracts, approvals, permissions, and audit history.
2Access checked2026/05/20 11:00Workspace userConfirmed role and module access before invitationOperations admin
1Archive held2026/05/22 09:30Former contractorOpen expenses remained, so archive was not completedClaude / Codex
Employee review should separate workforce data changes from workspace access changes, and should confirm related attendance, expenses, and approvals before archiving or merging records.
