Turn on the Employees module and invite employees

Included in the Max plan: Employee management is included in the FatturaSmart Max plan at €149.99/year + VAT for up to 5 employees (which also includes unlimited invoicing, warehouse, Sistema TS and public APIs). It is turned on after accepting the data processing agreement. Discover the Employees module.

Getting started with staff management in FatturaSmart takes three steps: accept the data processing agreement, add your employees (by hand or from a file) and invite them to the app. From then on your employees can clock in, request leave and receive their payslips on their phone.

Requirement: the Max Plan

The Employees module is included in the Max plan, including during the trial period. With the Max plan, Employees appears in the side menu; if you don’t see it, your plan doesn’t include the module: you can switch to Max following the Change plan guide.

Step 1: Accept the Data Processing Agreement

The first time you open Employees you land on the Turn on employee management page. The module turns on only after you accept the data processing agreement (DPA).

Why it’s needed

When you enter your employees’ data in FatturaSmart (registry, attendance, leave, payslips):

• you, as the employer, are the data controller;
• FatturaSmart processes that data only on your behalf, as data processor.

GDPR art. 28 requires this relationship to be governed by a written agreement. The agreement, including Annex A dedicated to the Employee Management module, is available at any time on the Data processing agreement page.

How to accept it

1. Click Read the data processing agreement and read it
2. Click I accept the DPA and turn on employee management

FatturaSmart records the accepted version, the date and who accepted it.

Privacy notice for employees: handing the privacy notice to your employees (GDPR arts. 13-14) remains your responsibility. On first access the app asks the employee to confirm they have read the notice and records the date: this is an acknowledgement, not consent, and it does not replace the full notice you provide.

Step 2: Add Your Employees

You can add employees one at a time or import them all at once from a file.

Adding them by hand

On the Employees page click New employee and fill in the form:

Two fields deserve attention:

• Email: it’s optional, but without an email you can’t invite the employee to the app.
• Tax code: it’s used to automatically match each page of the payslip PDF to the right employee. See Payslips.

Importing from a file

Click Import and choose the File source:

The file can be up to 5 MB and contain up to 2000 rows.

After the upload FatturaSmart shows the Review before importing screen, with the To create, Already present and With errors summary and the outcome of each row. No employee is created until you confirm: rows with errors are not imported, so to include them fix the file and upload it again.

When you’re ready, click Import to create the employees. Imported employees don’t receive automatic invitations: you invite them from each employee’s page, as explained in the next step.

Step 3: Invite Employees to the App

Invitations are sent by email, from the employee’s page.

1. Open the employee from the list
2. Click Send invitation
3. The employee receives an email with the link to activate access, valid for 7 days

If the link expires before the employee uses it, click Resend invitation.

What the employee does

1. Installs the FatturaSmart app on their phone (iOS or Android)
2. Opens the link in the invitation email
3. Reads the notice, ticks I have read and accept the privacy notice and taps Accept and activate

There’s no password to create: whenever a new sign-in is needed, the employee receives by email a link valid for 15 minutes that can be used only once. The app session lasts 30 days. You can share the Employee app guide with your employees.

Employee status

Step 4: Set Managers (optional)

If you have a team lead or a coordinator, you can delegate to them the approval of their team’s leave requests.

1. Open the page of the employee to assign
2. In the Manager field choose the colleague who will approve their requests
3. Click Save manager

The manager finds their team’s requests in the app, in the Team requests section, and can approve or reject them. You keep seeing and managing all requests from the web. See Leave and sick leave.

Who Sees Employee Data

• The profile owner is the only one who can change employee data and download documents.
• Other profile users (for example your accountant) see the module read-only, with tax code and IBAN masked.
• The labour consultant doesn’t sign in to FatturaSmart: they only receive the monthly file by email. See Export for your labour consultant.

Tax code and IBAN are stored encrypted, and actions on employee data are recorded in an activity log kept for 5 years.

Disable or Anonymize an Employee

• Disable: the employee can no longer use the app, but their history (attendance, requests, payslips) stays available.
• Anonymize: for a terminated employee, permanently erases name, tax code, IBAN, contacts, payslips, sick-leave protocols and notes. You must first set the Termination date; to confirm you’re asked to type the employee’s last name.

Next Steps

• Attendance and clock-in – set up contracts, schedules and attendance rules
• Leave and sick leave – configure leave types and accrual
• Employee app – the guide to send to your employees

Need help?

Reach us on WhatsApp by clicking the icon in the bottom right, or email support@fatturasmart.com.