People

The home base for your workforce as a workspace — see everyone who has access, invite new members, and control what role each person holds.

Who can use it — The Team Directory tab needs "manage team" permission. Invite People needs "invite members" permission (and your workspace must have invitations turned on). Roles needs one of the role permissions (view/create/update/delete roles), and only shows up if your workspace has custom roles enabled. Most people won't have all three — see Roles & Permissions for how access is decided.

Where to find it — Workforce & HR → People in the sidebar.

How to use it

People has up to three tabs, and you'll only see the ones you have access to:

Team Directory — everyone currently in the workspace, with quick controls for role, payroll, and allocation visibility.
Invite People — send and track invitations to new team members.
Roles — build custom roles, if your workspace has that switched on.

Team Directory

The directory lists every user linked to your workspace, with Active, Inactive, and All counts at the top alongside your seat usage — how many active users you're using against your subscription's allocated seats (or "Unlimited" if your plan has no cap). If you're on a plan that allows overage seats, the panel also shows how many of those seats are paid extras and what they cost per month.

Each row shows:

Name and email.
Status — Active or Inactive.
Induction Status — Inducted, Pending, Bypassed, Exempted, or Not enabled, depending on whether your workspace has onboarding/induction requirements switched on. See User Onboarding.
Allocations — Visible or Hidden, showing whether this person appears in the Allocation Manager.
Payroll — Payroll or External, showing whether this person is included in pay runs.
Role — an inline dropdown to change their role on the spot.

Changing a role

If you have the right permission, the Role column is an editable dropdown — pick a new role and it saves immediately, with a confirmation toast. A couple of guardrails apply:

You can't change your own role.
The dropdown is disabled for inactive members — reactivate them first.
Each person has exactly one role; assigning a new one replaces the old one. See Roles & Permissions for what each standard role covers.

Payroll and allocation visibility

Two per-person toggles, available from the row's action menu if you have manage-team permission:

Exclude from Payroll / Include in Payroll — takes someone off pay runs and per-person budget cost, for staff who are paid outside the app (for example, upper management recorded as a combined overhead entry instead). It doesn't touch their access — just payroll processing.
Hide from Allocation Manager / Show in Allocation Manager — removes someone from the Allocation Manager picker, useful for office staff who never get a site allocation.

Both are also available as bulk actions — select multiple rows and apply the change to all of them at once.

Deactivating and removing people

Deactivate (row action, warning colour) turns off a person's workspace access and stops them counting toward seat usage. Reactivate brings them back — subject to your seat limit. You can't deactivate yourself.
Remove User permanently strips someone from the workspace. It only appears when there's more than one active user in the tenant, and you can't remove yourself. Deactivating is the normal way to offboard someone; use Remove only when a person genuinely shouldn't be linked to the workspace at all.

Onboarding actions

If your workspace has onboarding/induction requirements configured, the row menu also offers:

View Induction — see the details of a completed induction.
Mark Exempt — record someone as exempt from onboarding, with a required reason for the audit log.
Require Re-Induction — send someone back through the onboarding wizard next time they log in, with an optional reason.

Other actions

View Profile opens the person's full Employee record.
Create Employee (top of the table) creates a user directly, as an alternative to inviting them.
Export Onboarding Pack (bulk action) exports selected employees' personal, employment, and competency details — plus evidence files — as a ZIP, with checkboxes to choose exactly which fields to include. Only approved, non-expired competencies are included.

Invite People

Send invitations to bring new people into the workspace. This tab (and the ability to invite at all) only appears if your workspace has invitations enabled and you hold the invite permission.

When you create an invitation you set:

Email — the address to invite. You can't invite someone already in the team or someone with an existing pending invite, and you can't invite past your subscription's user limit.
Role — defaults to the standard employee role. You can only pick a different role if you have role-assignment permission; otherwise the field is locked to employee.
Operational Roles / Job Positions — optional job positions to assign once they accept.
Require onboarding / induction — whether this person goes through your workspace's onboarding flow, if your workspace has one configured.

If your subscription allows paid overage seats and you're already at your seat quota, the form warns you up front that accepting this invitation will add a billed overage seat.

The table lists every pending invitation with its status, role, onboarding requirement, and expiry date. From here you can Resend an invitation (issues a fresh 7-day link) or Delete it. The tab's badge shows how many invitations are currently pending.

Roles

Custom roles let you build your own role when the standard set (admin, management, payroll, human resources, supervisor, employee, subcontractor, maintenance, and the Trade Pack roles) doesn't fit. This tab only appears if custom roles are enabled for your workspace (a Subgrade-side setting — ask your Subgrade contact to turn it on) and you hold a role permission.

Creating a role:

Give it a Name — it can't reuse a standard role name or match another custom role.
Choose its Permissions from the same permission catalogue the standard roles draw on.

Custom roles can be edited from this list at any time; they can't be deleted once created. For the full picture of how roles and permissions work together — including why they're per-workspace — see Roles & Permissions.

Connected pages

Roles & Permissions — how roles and permissions work across the whole app.
User Onboarding — invitations, seats, and induction in more depth.
Workspace Settings — other workspace-wide configuration. (Invitations and custom roles are enabled by Subgrade, not on this page.)
Employee Records — the full profile behind each row in the directory.
Allocation Manager — where the Allocations visibility toggle takes effect.
My Profile — the account each teammate manages for themselves.

Tips & common mistakes

Can't change someone's role? You need role-assignment permission, and you can never change your own role — ask another admin.
Invite People tab missing? Either your workspace doesn't have invitations turned on (a Subgrade-side setting), or you don't have the invite permission — ask your Subgrade contact or a workspace admin.
Roles tab missing? Custom roles are off by default and enabled by Subgrade — ask your Subgrade contact if you need them.
New invite role locked to employee? That's expected if you don't have role-assignment permission — the invite still goes out, just with the default role.
Deactivate vs Remove — deactivate for normal offboarding (reversible, keeps their history); only use Remove when the person shouldn't be linked to the workspace at all (and note it's blocked if they're the only user left).
Someone paid outside the app still showing in pay runs? Use Exclude from Payroll on their row (or in bulk) rather than deactivating them — deactivating removes their access entirely.