Understand the employee profile
The employee profile in RevasOS is not a single record — it is built from data spread across two apps, each responsible for a different layer of information. Understanding what lives where helps administrators know what to fill in, what is optional, and what unlocks which features.
Two apps, one profile
An employee's full profile is composed of two layers:
- Contacts (the personal details app) stores identity and contact information: name, email, phone, tax data, address, and any custom fields. This is the person in the system.
- Workforce (the Humans app) stores employment data: work hours contracts, cost information, and allocation history. This is the resource in the system.
A contact can exist without a linked resource. A resource always has a linked contact.
Key point
At the most basic level, a collaborator only needs a contact record to start working in RevasOS. They can clock in with Timecards, add time entries in Timesheets, and be assigned to tasks in Projects — all without a Workforce resource.
What the contact record enables
As soon as a collaborator is added to the organization and has a contact record, they can:
- clock in and out using Timecards;
- create time entries (hours, presences, absences) in Timesheets;
- be assigned to tasks in Projects;
- submit expenses in Reimbursements.
This is the minimum viable setup. Many organizations can operate at this level for a long time before needing the Workforce layer.
What the Workforce resource unlocks
When an administrator also creates a human resource in the Workforce app and assigns a work hours contract, additional capabilities become available:
- Hour balances — the system can compare expected hours (from the contract) with actual hours (from time entries) to produce a meaningful balance.
- Time reports — monthly and period reports gain expected-hours columns, making them useful for payroll and compliance.
- Task reports — task-level reporting can show estimated vs. actual time and calculate missing or exceeding hours.
- Allocations — the workload view in Workforce and Projects can display how much capacity each resource has and how it is distributed.
All of these features depend on the work hours contract because the system needs to know how much a resource is supposed to work before it can calculate any deviation.
When to create the resource
Create the Workforce resource and assign a work hours contract when your organization needs hour balances, time reports, task metrics, or allocation views. If you only need basic time tracking and clocking, the contact record is enough.
Required and optional fields
Contact fields (Contacts app)
| Field | Required | Notes |
|---|---|---|
| Name | Yes | First and last name of the person. |
| Yes | Used for login and notifications. | |
| Phone | No | Useful for contact purposes. |
| Tax information | No | Depends on your organization's needs. |
| Address | No | Depends on your organization's needs. |
Resource fields (Workforce app)
| Field | Required | Notes |
|---|---|---|
| Linked contact | Yes | The resource must be connected to an existing contact. |
| Work hours contract | Yes (for reports) | Defines expected working days and daily hours. Without it, reports have no expected values. |
| Cost | No | Used for budget and financial reporting in Projects. |
How the profile connects to other apps
The employee profile is the glue between several RevasOS applications:
- Timecards — the contact is the person who clocks in at a workplace. The workplace is selected, and the timecard stamp is linked to the contact.
- Timesheets — time entries are created by the contact. When a Workforce resource exists with a contract, reports show balances and expected hours.
- Projects — the contact is assigned to tasks. When a Workforce resource exists, allocation views show capacity and distribution.
- Reimbursements — expense reports are linked to the contact.
Contact vs. collaborator vs. resource
These three terms appear throughout RevasOS:
- Contact — the person's identity record in the Contacts app. Every collaborator has one.
- Collaborator — a contact who has been added to the organization and has login access to RevasOS.
- Human resource — an entry in the Workforce app, linked to a contact, that carries employment data like work hours and cost.
A collaborator is always a contact. A human resource is always linked to a contact. But a contact is not necessarily a collaborator (it could be an external person), and a collaborator is not necessarily a human resource (they may not have a work hours contract yet).
Active vs. archived resources
A human resource in Workforce can be either active or archived:
- Active — the resource has a current or future work hours contract. They appear in allocation views, reports, and active resource lists.
- Archived — the resource's most recent work hours contract is entirely in the past. They no longer appear in active views, but all their historical data (time entries, reports, allocations) is preserved.
Archiving happens naturally: when a contract ends and no new one is created, the resource moves to the archived state. There is no manual "archive" button — the status is derived from the contract dates.
Data preservation
If a collaborator is removed from the organization's admin panel (the RevasOS user list), the contact and the linked human resource data remain in the system. Historical time entries, reports, and allocations are preserved. Removal only revokes login access — it does not delete data.