People, Skills, Teams

Employees & Departments

How GreenVee stores person records and organises them into a departmental hierarchy.

Employee

An Employee is the master record for a person at your company. Every other people-related feature in GreenVee — project roles, reporting, resource planning — traces back to the Employee record. Note that tasks are assigned to Project Members, not directly to Employees.

Fields

Field	What it means
Name	First and last name, shown throughout reports and views
Key	An optional short reference code or staff number you choose
Email	Primary contact address
Phone	Contact number
Position	Job title or role label (e.g. “Senior Engineer”)
Profile picture	Photo shown on the employee’s card and header, where one is set
Description	Optional free-text notes about the employee
State	Active or Inactive — inactive employees are kept on record but flagged as no longer working
Organization assignment	Internal or External organization — marks whether this person is your own staff or someone from an external company
Department	The org unit this employee belongs to
Supervisor	Another Employee — establishes the reporting line
Assignee	A second, separate reference to another Employee, set alongside Supervisor. It does not build a reporting hierarchy the way Supervisor does — it is simply a second “responsible person” pointer on the record
Working hours per week	Standard weekly capacity — used in availability and workload calculations
Hourly cost	Internal cost rate, in the employee’s currency — used in project cost reports
User account	Whether this employee also has a login (see User Account below)

The supervisor field is a self-reference: every employee can point to one other employee as their manager. This builds the supervisor tree described in The Org Tree.

All of these fields are set when you create the employee, and can be changed later using the Edit action on their detail view. The employee detail view’s Info tab shows a read-only summary of the capacity, organisation, and rate fields.

Capacity & Workload

Beyond the basic profile, every Employee carries a set of fields that drive resource planning and the utilization gauge shown on their detail view.

Field	What it means
Working hours per week	Standard weekly capacity
Max working hours per day	The daily cap used when planning bookings
Min. daily utilization (%)	The lower end of this employee’s target daily workload
Max. daily utilization (%)	The upper end of this employee’s target daily workload — also sets the scale of the utilization gauge
Capacity rating (yellow lower/upper bound %, plus direction)	Defines the green/yellow/red rating explained below

The capacity rating gauge

The employee header shows a circular gauge with the employee’s current utilization percentage, colored green, yellow, or red. The color comes from comparing current utilization against the yellow lower bound and yellow upper bound:

Utilization between the two bounds is always yellow.
Outside that band, whether it reads green or red depends on the capacity rating direction:
- Higher is worse — utilization below the lower bound is green (comfortable), above the upper bound is red (overloaded). This suits most regular staff.
- Higher is better — the opposite: below the lower bound is red (under-used), above the upper bound is green. This suits roles where high utilization is the goal (e.g. billable specialists).

If no bounds are set, the gauge always shows green.

Resource Workload view

The Resource Workload view (/employee-gantt) plots every employee’s utilization over time on a Gantt-style timeline, built from their project assignments and bookings. Use it to spot over- or under-booked employees across projects at a glance, alongside the per-employee gauge on their detail page.

User Account

A User Account (stored as app_user) is the login record — the username, password, and access rights that let someone sign in to GreenVee.

Every User Account is linked one-to-one with exactly one Employee record.

Object	What it is	Created by
Employee	HR record — name, cost, capacity, department	HR or admin
User Account	Login credentials and system access	System administrator

Think of it this way: the Employee is the person; the User Account is the key that lets them through the door.

Department

A Department (stored as osp_employment_unit) is an organisational unit — a team, division, or business area.

Fields

Field	What it means
Name	Display name (e.g. “Engineering”, “Finance”)
Color	Visual tag used in calendars and org views
Description	Free-text notes about the department’s purpose
Leader	An Employee who heads this department
Parent department	The department one level up in the hierarchy

Hierarchical structure

Departments nest recursively. A parent department can contain child departments, which can contain further children — forming a tree that mirrors your company’s org chart.

Company
  ├── Engineering
  │     ├── Electrical
  │     └── Civil
  └── Operations
        └── Field Services

Each node in this tree is a Department record. The tree can be as deep as your organisation needs.

Availability & Time Off

Each Employee can have any number of unavailability records — spans of time when they are not available for work.

Field	What it means
Employee	Who this absence applies to
Kind	Vacation, Sick, or Day off
Start / End	The date and time range the absence covers

Start and End are both a date and time, so an absence can span part of a day, a full day, or several days.

Absences show up in two places:

On the employee’s detail view, a stat tile shows whether the employee is currently absent (and until when) or, if not, their next planned absence.
The Resource Unavailabilities page (/resource-unavailability) lists all absences — alongside equipment downtime, on a separate tab — with filtering and grouping by status (current, upcoming, past), kind, resource, or time period (day, week, month). Create and edit absences from this page.

How Employees and Departments connect

Each Employee belongs to exactly one Department. Departments can have many Employees. The combination of department membership and supervisor relationships gives you two complementary views of your organisation — covered in The Org Tree.