Setting the team, manager and work location

Learn how, as an HR admin or Manager, you record which team a colleague is in, who they report to and where they work on each day.

Where do you find it?

1. Go to People → [name] → Employment.
2. Click Edit next to General.

The Work details window opens.

What can you set?

What [name] does: a short, informal description of their work, for example "Keeps the office running, handles payroll and onboarding, and is the go-to person for leave questions". Colleagues see this on the profile. The colleague can also edit this text themselves.
Team(s): choose one or more teams. A colleague can be in several teams.
Reports to: choose the colleague's manager. Everyone has at most one manager. Type a name to search. Use the cross to clear the field.
Work days: choose a location for each work day, for example the Utrecht office on Monday and home on Friday.

How to do it

1. Go to People → [name] → Employment.
2. Click Edit next to General.
3. Change the fields you want to update.
4. Click Save.

What happens when you choose a manager?

Anyone with at least one direct report is automatically a Manager in Heartsome. You don't need to give them a role. A Manager:

• sees the profiles of their direct reports, but not their sensitive data, salary or documents;
• can manage their direct reports' time off and absence;
• can only view their direct reports' contracts and assets.

If you choose a different manager, those rights move to the new manager straight away. Read more in Roles and permissions.

Is a Manager leaving? Then you don't have to move their direct reports one by one. The leaving checklist says "[number] direct reports need a new manager". Use Reassign to choose a new manager for all of them at once. See Working through the leaving checklist.

Under General on the Employment tab you'll also see Reporting to [name]: the colleagues who report to this person. For the full picture of who reports to whom, see the Org chart.

Creating teams and locations

In Work details you can only choose teams and locations that already exist.

• Teams are created in Company Settings → Teams. See Customising teams.
• Locations are created in Company Settings → Locations:
• 1. Click Add location.
  2. Enter the Location name and, if you like, the City.
  3. Does someone work somewhere other than the office, such as at home? Tick This is a remote location.
  4. Click Add.

Good to know

• Which days someone works is part of their contract. In Work details you only choose where they work on those days. To change the work days themselves, create a new contract. See Recording and changing contracts. Seeing "No working days are set"? Then the contract has no work days yet.
• Is a contract with extra work days starting soon? You can already choose a location for those days.
• Every change to team, manager or work location is recorded in the Change log, with who made it and when.
• Adding lots of people at once? You can include team and manager in an import. See Importing colleagues from a spreadsheet.

Who can do what?

• HR admin and account owner: can edit everyone's Work details.
• Manager: can edit the Work details of their direct reports, including their team, manager and work location.
• Creating teams and locations: HR admins and Hiring admins.

Updated on: 21/10/2026