How to Add and Manage Employees

Once you’ve set up Departments and Workspaces, it’s time to invite your team. Ex.Brain lets you onboard employees with the correct roles, locations, and permission levels from the start—ensuring data security and seamless collaboration.

Where to Add and View Employees #

Click on Team Management from the left sidebar
Open the Employees tab

You’ll see a full list of invited users and their roles, departments, locations, and access levels.

How to Add a New Employee #

Click the Add Employee button and complete the following form:

Fields to Complete:

Field	Description	Required?
First Name	Employee’s first name	✅
Last Name	Last name	✅
Email	Used to send invite and future logins	✅
Mobile Number	Optional for contact	Optional
Manager	Person this employee reports to	✅
Assign Department	One or more departments they belong to	✅
Assign Workspace(s)	Which branches/locations they operate in	✅
Assign Role/Access Level	Determines their permissions and Ex.Brain access	✅

What Happens After You Click Invite #

The user receives an invitation email with a secure link
They’re guided through creating their account
Once onboarded, their profile appears in the employee list with status “Active”

You can resend invites or deactivate accounts as needed

Editing an Employee Profile #

To change any employee’s info:

Click the Edit (pencil) icon next to their name
Update role, workspace, department, or access level
Save changes

All updates take effect immediately and update their platform access

Deactivating or Removing an Employee #

You can:

Deactivate an employee (retains history, revokes access)
Delete permanently (if they’ve never logged in or you no longer need the record)

For legal/audit reasons, deletion is permanent. Proceed with caution.

Best Practices #

Always assign access levels last to ensure the employee structure is fully built
Use consistent job titles to help with sorting and analytics
Don’t skip assigning a manager—it enables reporting workflows