This article covers how to bring employees into Yoffix, organize them into teams, assign roles, and manage employee attributes. For company-wide booking rules and attendance policy configuration, see Booking rules and attendance. For SSO and HRIS integrations, see Integrations.
Add and import users
Go to People Management and choose the method that fits your situation.
Add employees one by one
Best for small teams or adding individual people during initial setup.
Click Add employee.
Enter: first name, last name, email address, team, position, and role.
Optionally assign an attribute (e.g. First Aid). See Employee attributes below.
Optionally assign a Buddy — a colleague whose schedule will appear at the top of this employee's calendar, useful for onboarding or close collaborators.
Choose whether to invite immediately (sends a registration email right away) or add without access (adds the person to the system, invite them later).
Click Save.
Import a list of employees
Best for adding a group of people at once.
Click Upload employees.
Prepare a file that contains all the specified columns.
Upload the file.
Review the imported employees and send invitations as needed.
Column names must match the template exactly. Incorrect formatting will block the import.
Sync from your HR system or directory
Recommended for organizations with 50 or more employees, or where People Management data should stay in sync with an external source of truth.
Go to Company settings → Integrations → User sync.
Select your integration (Personio, Microsoft Azure AD, SCIM, Workday, or others) and follow the setup steps.
Once connected, employees, teams, and positions sync automatically on a schedule.
Assign roles manually after the initial sync, or map them via the integration if your setup supports it.
When using a sync integration, you can enable Update employee data from user sync integration in Company settings → Users. When this is on, data from your HR system or directory overwrites any manual changes made in Yoffix. When it is off, you can edit employee data directly in Yoffix alongside the integration.
Invite and remove employees
You can select one or multiple employees in the Employees list and send invitations or delete accounts in bulk.
Important: Admin accounts cannot be deleted directly. To remove an admin, first change their role to a non-admin role, then delete the account.
If invitation emails are not reaching employees, your organization's email server may be blocking messages from Yoffix. Ask your IT team to add Yoffix to the allowlist. Contact support@yoffix.com if you need help with this.
Company-wide user settings
Before adding employees in large numbers, review the default settings for all new users in Company settings → Users:
Default language — sets the interface language for all new employees. Employees can change this in their own profile settings.
Disable employee profile editing — when enabled, employees cannot edit their own profile information. Useful when all data must come from your HR system.
Employee privacy options — define which privacy levels employees can choose from for their attendance data. Options you make available here become the selection employees see in their profile.
Positions
Positions are job titles or functional labels (e.g. "Product Manager," "Account Executive") that can be assigned to employees. They are separate from roles (which control permissions) and from teams (which control attendance and booking access). Positions appear in employee profiles and can be used for filtering in People Management.
Employee attributes
Attributes are labels you assign to employees to capture skills, certifications, emergency roles, or any other relevant information. They appear in desk bookings so colleagues can see relevant expertise at a glance, and employees can use them to search for specific people in My office.
Common attributes: First Aid, Fire Safety Officer, Mental Health First Aider, IT Support, Certified Trainer.
Add an attribute to an employee
Go to People Management.
Search for or click on an employee.
Click Attributes.
Select an existing attribute from the dropdown, or type a new one and press Enter.
Click Save.
You can add multiple attributes to one employee.
Search by attribute
Go to My office.
Select a date.
In the search box, click Attributes and select the attribute you want to filter by.
The results show all employees with that attribute, including their office status for the selected day — whether they are in, or when they are next scheduled to come in.
Why attributes matter beyond day-to-day use
Attributes like First Aid or Fire Safety Officer make it easy for employees to locate the right person in an emergency. They also help demonstrate compliance — for example, recording certifications through attributes supports ISO requirements and audit readiness.
Video: How to add employee attributes and search by them
Teams and team attendance
Teams are the primary unit for organizing employees, setting attendance expectations, and coordinating office presence. A person can belong to more than one team.
Create a team
Go to People Management → Teams.
Click Add team.
Give the team a name.
Assign a team lead.
Add members.
Save.
Assign a team lead
The team lead role gives a person the ability to manage bookings for their team members, create team office days, and view team attendance data in the dashboard. You can assign a team lead when creating or editing a team, or by editing an individual employee's profile and setting their role to Team lead.
Team leads can also add, edit, and delete employee details for the members of their team directly — they do not need admin access for team-level management.
Set team attendance rules
Each team can have its own attendance rules, overriding company-wide defaults. Within the team settings, you can define:
Minimum office days per week or month
Office days — specific days of the week the team is expected to be in the office together (e.g. every Wednesday). Office days drive coordinated presence without mandating which specific desk each person books.
Booking window for teams — how far in advance members of the team can make bookings. This setting overrides the company setting if both are set.
Roles and permissions
Roles control what a user can see and do in Yoffix. They are about access permissions, not job titles. Yoffix comes with four default roles. You can also create custom roles for more granular control.
Default roles
User Standard employee access. Can book desks, meeting rooms, parking spaces, and resources for themselves or for visitors. Cannot book personal desks or desks assigned to members of other teams.
Team lead Everything a User can do, plus: can create, edit, and delete bookings for members of their teams; can create team office days for their teams; has access to team-level attendance data in the dashboard; can view all team members' bookings regardless of individual privacy settings.
Admin Full operational access. Can create, edit, and delete all users' bookings; has access to company settings, office setup, and People Management; can book any desk, room, zone, parking space, or resource; can see all users' bookings regardless of privacy settings; can set up integrations and configure hybrid policy rules.
Owner Same as Admin, with the addition of access to billing and subscription management. There is typically one Owner per account — the person who registered the company.
Create a custom role
If the default roles do not match your organizational structure, create custom roles with specific permissions.
Go to Company settings → Roles.
Click Add new role.
Give the role a name and description (e.g. "Office manager" — manages offices and resources but does not have full admin access).
Configure the allowed actions for each area: bookings, employees, office setup, reporting, and so on.
Click Confirm.
Keep the number of roles manageable. Roles that are too granular become difficult to maintain over time.
Assign a role to an employee
Go to People Management → Employees.
Click on an employee's name.
Select the role from the Role dropdown.
Save.
To update roles for multiple employees at once, select them using the checkboxes in the employee list and use the bulk action menu to assign a role.
Buddy system
Any employee can have a buddy assigned — a colleague whose weekly schedule appears at the top of their calendar. Admins and team leads can assign buddies when editing an employee profile. This is especially useful for new joiners who need visibility of a mentor or close collaborator's office days.
Related articles: Booking rules and attendance · Office setup · Integrations: Personio · Integrations: BambooHR · Single Sign-On (SSO)