Managing people

Documentation Index

Fetch the complete documentation index at: https://docs.flowpayroll.ai/llms.txt

Use this file to discover all available pages before exploring further.

The People section is where every employee in your organisation lives. Open it from the main navigation to see your team, access individual records, and manage payroll across the full employee lifecycle — from new starter to leaver.

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The People section

The People page has four tabs, all accessible via the tab strip below the “People” heading.

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Your team list

The team list shows every employee matched by the current filter. By default it shows Active employees only. Use the Status filter to switch to Leavers or All. From the list you can:

• Click any row to open that employee’s full record.
• Select multiple rows using the checkboxes to perform bulk actions — mark as leavers, cancel leaver status, or clear the selection.
• Click Import CSV to add or update employees in bulk.
• Click Add employee to onboard a new person individually.

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Employee record layout

When you open an employee you see a two-column layout:

• Left sidebar — a profile card summarising name, job title, payroll ID, NI number, department, contact details, start date, and any leaver details. Quick actions appear here too.
• Right panel — a tabbed record with all editable detail sections.

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Tabs inside an employee record

The app remembers the last tab you visited for each employee and returns to it automatically.

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Personal information (Overview tab)

The Overview tab holds four cards:

• Personal information — name (title, first, middle, last), email, phone, date of birth, birth gender, marital status, NI number, passport number, address, and previous names.
• Employment information — job title, department, start date, hours worked category, working days pattern, and flags for irregular employment and off-payroll (IR35) workers.
• Starter details — starter declaration (A, B, or C), whether the starter has already been reported to HMRC via FPS, and related dates.
• Partner details — partner name and NI number, used for Statutory Shared Parental Pay.

Each card has an Edit button. Make your changes and save — the record updates immediately.

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Payroll and tax (Payroll & tax tab)

This tab holds the information that drives pay calculations:

• Payroll ID — the identifier used on payslips and RTI submissions.
• Payroll information — the employee’s annual salary and their assigned payroll schedule.
• Pay run settings — schedule-specific overrides such as payment method.
• Current year-to-date summary — cumulative gross, tax, and NI figures for the running tax year, editable for mid-year starters or corrections.
• Previous employment — gross taxable pay and tax paid from a P45, used in the first pay run after joining.
• Recurring line items — fixed additions or deductions that appear automatically in every pay run (for example a car allowance or a salary sacrifice deduction).

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Tax code and NI category

Tax codes and NI categories are held per tax year within the Payroll & tax tab. Flow Payroll uses the current year’s values in every pay run. When HMRC sends a new tax code notice, update it here.

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Editing employee details

Every card in the record supports inline editing. Click Edit on any card, change what you need, and click Save. Changes take effect in the next pay run. To make several changes across multiple sections in one pass, click the overflow menu in the page header and choose Edit — this opens the full onboarding flow pre-populated with the employee’s current data, letting you move through every step and save at the end.

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Filtering and searching

On the Team tab, filters appear above the table:

• Status — Active, Leavers, or All.
• Payroll — filter to one or more payroll schedules (visible when you have more than one).
• Department — filter to specific departments.
• Job title — filter to specific job titles.

The search box matches against name, payroll ID, NI number, email, department, and job title simultaneously. Results update as you type.

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Where to go next