With this function, you can maintain employees.
Employees are individuals that work or contract to your Company. They are used for populating account teams and project teams.
Each employee can be assigned to different roles. Depending on the assigned roles the permissions of the employees are set.

As well as assigning roles, you can configure the working hours, rates, billability percentages, and to which department the employee belongs.
This topic explains how to configure the different settings relating to an employee.

Persons vs Employees

Each employee is a person in VOGSY. Persons can be contacts of your customers, or employees of your own organization.

To create an employee, they must first be a person in VOGSY.
Once created as a person, you can mark the person as an employee.
When marked as an employee, the individual will be listed in the function ‘Employees’.

Access to VOGSY

By default, each user of your G suite domain has access to VOGSY, even if there is no employee created yet. When a user accesses VOGSY for the first time and there is no employee matched, an employee will automatically be created.

The function ‘User management’ provides you the option to block access to VOGSY for G Suite Domain uses which have no active employee. Here you’ll find more information about this option.

Creating employees

There are three ways to create employees:

  • In the back office: Insert employees in the function ‘Employees’:
  • In the front office: When you check an existing person record as an ‘Employee’.
  • Automatically: When a user accesses VOGSY for the first time and there is no active employee record, VOGSY automatically creates an employee.
    By default, this newly created employee is assigned with role ‘Profesional’ and is listed in the function ‘Employees

Basic settings employee

In the top section of the right panel the basic setting of the employee can be set:

  • Name and contact information: This information is used when you tap on the avatar of an employee:
  • Roles: The assigned roles control the permissions of the employee
  • Activities: VOGSY helps planning resources, by suggesting the available resources which can be selected for the type of activity you are planning to deliver. Here you can select the activities the employee can be planned for. Activities can be maintained with function ‘Activities.
  • Skill level: Just like activities, skill levels are used for suggesting available resources when planning project activities. If you need a resource with a certain skill level, you can filter by skill level, to narrow down the list of suggested resources. Skill levels can be maintained with function ‘Skill levels.
  • Absence approval: This setting is about the approval of tracked hours of absence and has the following options:
    • No approval: When absence hours are submitted, no approval is needed and hours are processed as approved.
    • Approval by employee manager: When this option is selected, field ‘Manager’ appears where you can select the manager of the employee which needs to approve submitted absence hours.
    • Approval by department manager: The manager of the department to which the employee belongs needs to approve submitted hours of absence.


In this section, you can configure to which department the employee belongs over a specified period of time.
The department of the employee is used for planning resources and for monitoring the department’s performance (billability). It is also used for processing project costs for spent hours.


You can specify the sales and rates (over a period of time) for each employee.
The cost rate is used for calculating project costs. When time entries are approved: the actual costs are calculated using the cost rate of the employee and are allocated to the project.
The sales rate is used for calculating the target of billable hours in monetary values.

Working hours

Here you can specify the working hours for each day for a specific period.
Working hours are used for resource planning:
VOGSY calculates an employees availability for each day, based on their working hours and any other scheduled activities.
When the employee is allocated an activity on a project, the hours are automatically planned using a daily pattern. The day pattern is by default set, by the current working hours.
For example: if there are no working hours on Friday, the Friday will not be selected in the day pattern.

Billability percentages

In this section, you specify the percentage of working hours the employee should be billable.
The billability percentage is used for monitoring and reporting the billability per employee and the billiabilty per department.


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