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An employee is a person in your organisation you assign devices or assets to — someone using a laptop, someone whose desk chair is tracked as an asset. Employees exist so you always know who has what, not just what exists.
Employees are not the same as Users. A User is someone who logs into AssetGullak to manage your fleet — an IT Admin, an Owner, someone with a role and permissions. An Employee doesn’t need a login at all; they’re just a person your team is tracking devices and assets against. Someone can be both (your IT Admin might also have a laptop assigned to them as an employee), but most employees in your account will never log in, and that’s expected — Employees and Users are managed in separate places for exactly this reason.

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Adding an employee

Under Organisation → Employees, click Add employee.
FieldRequired?Notes
Full nameYes
EmailNoJust a contact detail — doesn’t grant any login access
Employee IDNoYour own internal reference (e.g. EMP-001). Not required, but it matters if you plan to use Bulk Import later — see below
DepartmentNo
LocationNo

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Why Employee ID matters more than it looks

For one-at-a-time adding through this form, Employee ID is just a label — nothing depends on it. It becomes important the moment you use Bulk Import: it’s the only thing that lets a re-uploaded file update an existing employee instead of creating a duplicate. If you think you might ever bulk-import or bulk-update your employee list, it’s worth giving everyone an Employee ID from the start, even if you don’t use it for anything else day to day.

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What employees are used for

  • Asset assignment — an asset’s detail page shows who it’s assigned to, by employee
  • Device assignment — same idea, for devices
  • Bulk import matching — Employee ID is the create-vs-update key when importing a spreadsheet of employees

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Adding many at once

If you’re onboarding a team with an existing HR spreadsheet, you don’t need to add people one at a time through this form — see Bulk Import for uploading a file of employees all at once, with a review step before anything is saved.
  • Locations - the other way to group your organisation, independent of team
  • Departments - the other way to group your organisation, independent of physical location
  • Bulk Import - department names in an import file must exactly match an existing department here