Adding and inviting colleagues

As an HR admin you add colleagues via People in the left menu. Click Add people in the top right to choose how you want to get started.

Three ways to add colleagues

• Add a single colleague: Add someone manually via a 5-step wizard. This is the most complete way to set someone up.
• Import via spreadsheet: Have multiple colleagues to add? Download the import template, fill it in and upload it back. You can also assign teams directly in the template.
• Send us your files: Already have a staff overview in a spreadsheet? Send it over and the Heartwork team will import everyone for you. Completely free!

Adding a single colleague: the 5 steps

• Step 1 — Basics: Fill in the first name, last name, work email address, job title and start date. The email address is used to create their account — they'll use it to log in to Heartwork. Click Next to continue.
• Step 2 — Profile (optional): Add personal details such as preferred name, pronouns, date of birth, gender identity, nationality and a profile photo. You can skip this step and fill it in later via the employee profile.
• Step 3 — Contract (optional): Set the job title, level, employment type, working hours per week, start date and optionally the probation end date. Assign the colleague to a team and set their reporting line. You can also choose a location per working day. Optionally you can already upload documents here, such as a signed contract. You can also fill in this step later via the employee profile.
• Step 4 — Permissions: Indicate whether this person gets admin rights. Three roles are available: HR, Hiring and Billing. Most employees won't need any of these — only assign them if truly applicable.
• Step 5 — Summary: Review all entered details. Want to change something? Click Edit next to the relevant section. Toggle Send an invitation by email on if you want to invite the colleague to log in right away. You can also do this later. Click Add colleague to finish.

After adding, you'll see the colleague directly in the list on the People page. If Not yet invited appears next to their name, that person hasn't received an invitation email yet.

Managing an employee from the list

Via the three dots next to an employee in the People list, you can perform a number of actions as an HR admin:

• Send / resend invitation — for employees who haven't logged in yet or need the invitation again.
• Suspend — the employee temporarily loses access to the company in Heartwork. Use this for example when someone is on extended leave or placed on non-active status.
• Reactivate — reactivates a suspended employee.
• Remove — permanently removes the employee. This cannot be undone.

Updated on: 05/05/2026