> For the complete documentation index, see [llms.txt](https://docs.xyb.co/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.xyb.co/manage-employees-roles-and-permissions/add-employees-with-pre-defined-roles.md).

# Manage Employees & their Roles

Easily onboard team members to your platform by creating employee profiles and assigning the appropriate roles. Each employee can be assigned one or more roles, which in turn determine their permissions across the system.

While managing employee accounts, it's important to know that **some employee accounts may already be present in the system** for example, users who have been invited through other tools or workflows.

Your role as an admin is to:

* **Review the existing list of employees**
* **Assign appropriate roles to them**
* **Create new employee profiles only when necessary**, avoiding duplication

This ensures secure, role-based access without redundant or conflicting entries.

***

Adding employees enables you to:

* Provide access to the right modules (e.g., Ledger, Payments, Employee Management)
* Assign pre-defined roles with specific permissions
* Manage user activity and status centrally

***

1. Navigate to **Access Management > Employees** and click **"Add New"** to open the employee creation modal.\
   ![](https://1792085566-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FkIq1PGbSmC3vQR1DFPNM%2Fuploads%2Fgit-blob-d8a19d6bdad0b73d4446fd59b2f36d8c145f1d51%2Fimage.png?alt=media)
2. Fill in Employee Details

* **Active Toggle**: Enable this to activate the employee's account upon creation.
* **Name**: Enter the employee’s first name (required).
* **Last Name**: Enter the employee’s surname (optional but recommended).
* **Email**: Add the employee's work email address (required).
* **Select Roles**: Choose one or more roles that match the employee’s job function. Roles will determine what permissions the user has.

3. Click **Add an employee** to save the profile. The employee will now appear in your employee list, along with their assigned roles and access level.

***

### Tips & Best Practices

* **Employees can hold multiple roles** to reflect cross-functional responsibilities.
* **Roles control permissions** make sure each role has only the necessary access.
* Use the **Active toggle** to enable or disable access without deleting user data.

***

### Example

| **Employee** | **Role(s)**                | **Access**                                     |
| ------------ | -------------------------- | ---------------------------------------------- |
| Name 1       | Finance Manager            | Can approve payments and view postings         |
| Name 2       | Treasury Admin, HR Manager | Can manage employees and post transactions     |
| Name 3       | Support Agent              | View customer profiles and transaction history |

***


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