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Employees | General

The module employees is included in the Robaws Starter licence and can be activated via the user role.

In Robaws you add your employees in the 'employees' module.
An employee file is a collection point for the personal and work-related details of an employee. These are important in the day-to-day operation.
The module 'employees' is closely connected in Robaws to the dayplanning, work orders, time-off requests and Wappy.

This article explains the following:

Overview screen
Creating a new employee
The employee file
The various tabs on the employee file
The action buttons

Would you like a view of the FAQs relating to the employees module? Then take a look at this page.

Overview screen

The overview screen is the screen where you get an overview of all employees in your organisation at a single glance.
The overview screen shows a number of columns, based on standard and/or extra fields. You can set the choice and the order of the columns yourself.

The overview screen offers various possibilities:

Creating several tabs: e.g. you create a separate tab for employees on the payroll and for self-employed staff
Use quick and advanced filters: e.g. you set a quick filter for all employees with the status 'employed'
Sorting on the visible columns: e.g. you want to sort the employees by name in descending order
Editing fields in bulk: e.g. you want to change the wage cost for several employees at once

In every module one overview is added by default that is always visible to every user.

Creating a new employee

You can only create a new employee from the overview screen of the employees. To do so, click the + sign at the top left with the action buttons.
In a new employee file the status is filled in automatically. You determine this default status via the settings of the employees.
You have to fill in the other fields manually.

Do you have a whole list of employees? You can also choose to import them via Excel.

The employee file

An employee file is built up from a few blocks with standard fields, possibly supplemented with extra fields that you can create via the settings.
In the overview below you will find all the fields with the accompanying explanation:

Employee info

This window contains a number of personal details of the employee. Below is an overview of the less self-evident fields with the accompanying explanation:

Field	Explanation
INSZ	Identification number of the social security (Belgium)
Secondment	Secondment is the process whereby an employer temporarily lends an employee to another company
Planning group	Used to divide the employee into a particular group in the overview of the dayplanning module
Company	The company to which the employee belongs - this is only visible if you have several companies active
Agenda synchronisation.	Here you can have the dayplanning for the employee synchronised with Outlook or Google Calendar
Geo-dynamics	Used to link the employee to the correct employee in Geo - only with an active integration with Geodynamics
Prisma	Used to link the employee to the correct employee in Prisma - only with an active integration with Sodeco

Type

This window contains a number of work-related details of the employee. Below is an overview of the less self-evident fields with the accompanying explanation:

Field	Explanation
Engagement type	You determine what type of employee this is (payroll, self-employed, temporary staff, etc.) - you cannot create these options yourself
Employee role	You determine which role the employee is given. On the basis of the employee role, types of work are laid down for this employee via time operations. Only fill this in if you want to limit the permitted time operations for this employee to a set list.
Weekly schedule	You link a weekly schedule to this employee with the number of hours this employee has to work
Wage cost	The wage cost of the employee per hour is laid down here. This is used for the cost prices of the work orders
Apply mobility	You determine whether the employee has to receive a mobility allowance for the distances travelled
Applying home/work mobility	You determine whether the employee has to receive an allowance for commuting
Default time operation	A standard job that the employee carries out. When a work order is drawn up, this time operation is always filled in automatically. Fill this in if this employee always uses the same time operation.
Stock location	May apply if you use stock management in Robaws

Address

Robaws has an automatic link with Google Maps. When you fill in the address at 'Enter a location', we search for the correct address in the accompanying Google Maps map.
The address of the employee is used for the home/work mobility.

Insights

This gives an overview of all links with this employee. You will find the links to work orders, equipment and installations here.
It is not possible to create new items via these insights. You can only click straight through to the items with a direct link to this employee.

The various tabs on the employee file

At the bottom of the employee file there are a few tabs:

Certificates: certificates that the employee needs in order to carry out their work can be registered here.
Files: all files that are important for the employee are added here.
Remarks: internal remarks relating to this employee. The remarks are only visible to users who have access to the employees in Robaws.
Tasks: overview of the tasks that are linked to this employee.
Planning: overview of all dates on which the employee was scheduled in the dayplanning. You can also create new assignments in the dayplanning this way.
Deduction/allowance: an amount that is deducted from or added to the wage. This is important for the integration with the social administration.

The action buttons

In the overview of the employees and in the employee file itself, you will find a few action buttons at the top.
From these action buttons you can carry out certain self-evident operations such as: add, delete, archive, export to Excel.

In addition, you have a few specific action buttons:

Action button	Operation
PDF	With the PDF button you take a performance sheet of the employee with the hours/kilometres achieved for a specific period.
Send e-mail	You can send an e-mail to the employees. You do this by making use of an e-mail template.
Lock	You can lock an employee file. This ensures that no further changes can be made.

Updated on: 08/09/2026

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