---
title: "Employees and subcontractors"
description: "Employees and subcontractors: the people and outside crews you assign to booking services and maintenance tasks, with their payout rate, a photo or logo, and a page showing what each one is owed."
canonical_url: "https://requiply.com/docs/en/guides/settings/organization/employees"
---
# Employees and subcontractors

> Employees and subcontractors: the people and outside crews you assign to booking services and maintenance tasks, with their payout rate, a photo or logo, and a page showing what each one is owed.

The **Employees and Subcontractors** page lists everyone who does paid work on your rentals: your own staff and the outside crews, agencies, or freelancers you hire in. Each profile has a payout rate, and Requiply uses it to work out what that person or company earns when you assign them to a service on a booking or to a maintenance task.

You can find this page under **Settings → Organization → Employees and Subcontractors**, or open it directly at [https://app.requiply.com/settings/org/employees](https://app.requiply.com/settings/org/employees).

<figure>

![The Employees and Subcontractors table in dark mode. Above it, the All, Employees and Subcontractors switch and a Search by name box are highlighted, next to the Add button. Five rows follow with the columns #, Name, Kind, Rate, Created and Actions: four with an Employee tag and rates None, $40.00 Hourly, $150.00 Fixed and 50% Percentage, and Northside Stage Crew with a highlighted Subcontractor tag and a $250.00 Fixed rate](https://requiply.com/docs/assets/settings/org/employees/image.png)<figcaption>

Employees and subcontractors share one list. Use the switch at the top to show only one kind.

</figcaption>
</figure>

<note>

**An employee is not a login.** These profiles are records of who does the work, used for assignment and payout. They do not give anyone access to Requiply and carry no permissions.

- To **invite a colleague** so they can sign in, see [Accounts](https://requiply.com/docs/en/guides/settings/organization/accounts).
- If a team member **cannot see a page or button**, that is set by their permission group, see [Permission groups](https://requiply.com/docs/en/guides/settings/organization/accounts/permission-groups).

</note>

<warning>

**Admin only.** Only organization admins can view and manage employees and subcontractors.

</warning>

## Employee or subcontractor

Every profile has a **Kind**:

<table>
<thead>
  <tr>
    <th>
      Kind
    </th>
    
    <th>
      Use it for
    </th>
    
    <th>
      Name fields
    </th>
  </tr>
</thead>

<tbody>
  <tr>
    <td>
      <strong>
        Employee
      </strong>
    </td>
    
    <td>
      A person on your team.
    </td>
    
    <td>
      <strong>
        First name
      </strong>
      
       and <strong>
        Last name
      </strong>
    </td>
  </tr>
  
  <tr>
    <td>
      <strong>
        Subcontractor
      </strong>
    </td>
    
    <td>
      An outside company, crew, agency, or freelancer you pay for work, for example a stage crew, a driver company, or a video editor.
    </td>
    
    <td>
      One field: <strong>
        Company or subcontractor name
      </strong>
    </td>
  </tr>
</tbody>
</table>

Both kinds work the same way everywhere else: they can be assigned to services on bookings and to inventory tasks, they have the same rate types, and their earnings are tracked the same way. The kind only changes how the profile is named and labeled, and lets you filter the list.

<note>

Subcontractors are for **labor** you buy in. Equipment you rent from another company is a different thing: record it as a [subrental](https://requiply.com/docs/en/guides/bookings/subrentals) with a supplier.

</note>

## What you'll see

A table with one row per profile:

<table>
<thead>
  <tr>
    <th>
      Column
    </th>
    
    <th>
      What it shows
    </th>
  </tr>
</thead>

<tbody>
  <tr>
    <td>
      <strong>
        #
      </strong>
    </td>
    
    <td>
      The profile number, unique in your organization (1, 2, 3...).
    </td>
  </tr>
  
  <tr>
    <td>
      <strong>
        Name
      </strong>
    </td>
    
    <td>
      Photo or logo (initials when there is none) and the name. A linked account is shown under the name.
    </td>
  </tr>
  
  <tr>
    <td>
      <strong>
        Kind
      </strong>
    </td>
    
    <td>
      An <strong>
        Employee
      </strong>
      
       or <strong>
        Subcontractor
      </strong>
      
       tag.
    </td>
  </tr>
  
  <tr>
    <td>
      <strong>
        Rate
      </strong>
    </td>
    
    <td>
      The payout rate and its type: <strong>
        Fixed
      </strong>
      
      , <strong>
        Hourly
      </strong>
      
      , <strong>
        Percentage
      </strong>
      
      , or <strong>
        None
      </strong>
      
      .
    </td>
  </tr>
  
  <tr>
    <td>
      <strong>
        Created
      </strong>
    </td>
    
    <td>
      When the profile was added.
    </td>
  </tr>
  
  <tr>
    <td>
      <strong>
        Actions
      </strong>
    </td>
    
    <td>
      A pencil to edit, and a menu with <strong>
        Delete
      </strong>
      
      .
    </td>
  </tr>
</tbody>
</table>

Above the table:

- **All / Employees / Subcontractors** narrows the list to one kind.
- **Search by name** finds a profile by name.
- **Add** opens the form for a new profile.

Every column except **Actions** can be sorted by clicking its header. Click a row to open the profile's [detail page](#the-detail-page).

If you have no profiles yet, the page shows **No employees or subcontractors yet** with a **Create the first one** button.

## Adding or editing a profile

Click **Add**, or the pencil on a row. The form is described in full on [Add or edit employee](https://requiply.com/docs/en/guides/settings/organization/employees/add-or-edit). In short:

1. Pick **Employee** or **Subcontractor**.
2. Optionally link an existing Requiply account (employees usually, subcontractors rarely).
3. Enter the name, or the company name for a subcontractor.
4. Optionally upload a **Photo or logo**.
5. Choose the **Rate type** and enter the **Rate value**.

## Rates

The rate on the profile is the **default** used when you assign the person or company to work. It is copied onto each assignment, and you can change it per assignment without touching the profile.

<table>
<thead>
  <tr>
    <th>
      Rate type
    </th>
    
    <th>
      On a booking service
    </th>
    
    <th>
      On an inventory task
    </th>
  </tr>
</thead>

<tbody>
  <tr>
    <td>
      <strong>
        Fixed
      </strong>
    </td>
    
    <td>
      A fixed amount per service.
    </td>
    
    <td>
      A fixed amount per task.
    </td>
  </tr>
  
  <tr>
    <td>
      <strong>
        Hourly
      </strong>
    </td>
    
    <td>
      Rate × hours worked.
    </td>
    
    <td>
      Rate × <strong>
        Worked hours
      </strong>
      
       entered on the task.
    </td>
  </tr>
  
  <tr>
    <td>
      <strong>
        Percentage
      </strong>
    </td>
    
    <td>
      A percentage of the service price.
    </td>
    
    <td>
      Allowed, but pays 0: <em>
        A task has no price yet, so a percentage rate pays 0.
      </em>
      
       Switch the assignment to <strong>
        Fixed
      </strong>
      
       or <strong>
        Hourly
      </strong>
      
       to pay for the task.
    </td>
  </tr>
  
  <tr>
    <td>
      <strong>
        None
      </strong>
    </td>
    
    <td>
      No payout tracked in Requiply.
    </td>
    
    <td>
      No payout tracked in Requiply.
    </td>
  </tr>
</tbody>
</table>

Because each assignment keeps its own copy of the rate, changing a profile's rate later does not change what was already earned on past bookings and tasks.

## The detail page

Click a row to open the profile at `https://app.requiply.com/settings/org/employees/<number>`. It answers "how much do we owe them, and for what?".

<figure>

![John Dew's detail page. The header shows JD initials, John Dew #1, Employee and Hourly: $40.00 per hour, with an edit button on the right. The highlighted Owed so far card shows $400.00, $0.00 in the last 30 days, 2 bookings and 1 task, a split bar, and the sources Stage assembely, 2 bookings, $280.00 and Tasks, 1 task, $120.00. On the right, a Details card lists Kind, Rate type, Rate value, Monthly hours, Linked account and Created. Below are a Bookings table with tabs Overdue, Today, Active, Upcoming and History, and a Tasks table with the columns Type, Item, Status, Start, End, Expense and Payout](https://requiply.com/docs/assets/settings/org/employees/detail.png)<figcaption>

The detail page adds up everything the profile earned from booking services and tasks.

</figcaption>
</figure>

- **Header:** photo or initials, name, number, kind, and the rate. The buttons on the right edit or delete the profile.
- **Owed so far:** the total payout from every booking service and task the profile is assigned to, with the amount for the last 30 days and the number of bookings and tasks. A bar and a list split the total **by source**: one line per service (for example *Stage assembly, 2 bookings*) and one line for **Tasks**.
- **Details:** kind, rate type, rate value, monthly hours (for hourly rates, when set), linked account (a link to the account), and the creation date.
- **Bookings:** the bookings where the profile is assigned to a service, in the usual **Overdue / Today / Active / Upcoming / History** tabs, with a link to each booking.
- **Tasks:** the inventory tasks the profile is assigned to, with type, item, status, dates, the task's expense, and the profile's **Payout** on it. The counts per status (to do, in progress, completed) are shown in the card header.

<note>

**Owed so far is a running total.** Requiply calculates what each profile earned; it does not record payouts as paid. Use the last-30-days figure, or the dates in the Bookings and Tasks tables, when you settle up with someone for a period.

</note>

The page shows only the cards that have data. A profile with no assignments shows *No services or tasks assigned yet*.

## Deleting a profile

Open the row's menu (or the menu on the detail page) and click **Delete**. Requiply first checks whether the profile has any history:

- **No assignments:** a confirmation asks *Are you sure you want to delete "Name"?*
- **Assigned to services or tasks:** the profile **cannot be deleted**. The dialog says, for example, *Northside Stage Crew cannot be deleted: assigned to services (2) and tasks (0). This history must be kept.* The payouts on past bookings and tasks depend on the profile, so it stays.

<figure>

![The Delete dialog over Northside Stage Crew's detail page, with a highlighted warning: Northside Stage Crew cannot be deleted: assigned to 2 services and 0 tasks. This history must be kept. Only a Close button is offered](https://requiply.com/docs/assets/settings/org/employees/delete-blocked.png)<figcaption>

A profile with work history is kept, so past payouts stay correct.

</figcaption>
</figure>

To stop using someone who has history, leave the profile in place and simply stop assigning them. Their earnings stay visible on the detail page.

## Where profiles are used

<table>
<thead>
  <tr>
    <th>
      Feature
    </th>
    
    <th>
      How employees and subcontractors are used
    </th>
  </tr>
</thead>

<tbody>
  <tr>
    <td>
      <strong>
        Services on bookings
      </strong>
    </td>
    
    <td>
      Assign one or more profiles to a service on a booking. Each assignment carries its own rate and payout. See <a href="https://requiply.com/docs/en/guides/services/add-or-edit">
        Add or edit service
      </a>
      
      .
    </td>
  </tr>
  
  <tr>
    <td>
      <strong>
        <a href="https://requiply.com/docs/en/guides/inventory/tasks">
          Inventory tasks
        </a>
      </strong>
    </td>
    
    <td>
      Assign profiles to maintenance and other tasks, with a fixed or hourly rate per task.
    </td>
  </tr>
  
  <tr>
    <td>
      <strong>
        <a href="https://requiply.com/docs/en/guides/reports/analytics">
          Analytics
        </a>
      </strong>
    </td>
    
    <td>
      Service payouts and task payouts count as expenses.
    </td>
  </tr>
  
  <tr>
    <td>
      <strong>
        <a href="https://requiply.com/docs/en/guides/settings/organization/accounts">
          Accounts
        </a>
      </strong>
    </td>
    
    <td>
      A profile can be linked to a login account; the link opens that account.
    </td>
  </tr>
  
  <tr>
    <td>
      <strong>
        Mobile app
      </strong>
    </td>
    
    <td>
      The same profiles can be assigned to services and tasks from the mobile app, with the same rates. On a booking, tap a service card to open <strong>
        Service employees
      </strong>
      
      : pick the people, set each one's rate with the <strong>
        %
      </strong>
      
      , <strong>
        Fixed
      </strong>
      
      , <strong>
        Hourly
      </strong>
      
       or <strong>
        No rate
      </strong>
      
       chips, and the card shows the total as <em>
        Payouts {amount}
      </em>
      
      .
    </td>
  </tr>
</tbody>
</table>

## Common scenarios

### Add a stage crew you hire for events

1. Click **Add** and choose **Subcontractor**.
2. Enter the company name, for example *Northside Stage Crew*, and upload their logo.
3. Choose **Fixed** and enter what you pay them per job.
4. Save, then assign them to the *Stage assembly* service on bookings. Their total shows up under **Owed so far**.

### Pay a technician by the hour for repairs

Give the employee an **Hourly** rate. When you assign them to a maintenance task, open the pencil next to their name on the task, keep **Hourly**, and enter the **Worked hours**. The task payout is rate × hours. See [Inventory tasks](https://requiply.com/docs/en/guides/inventory/tasks#assigning-employees-and-their-pay).

### Check what a freelancer earned last month

Open their detail page. **Owed so far** shows the lifetime total and the last 30 days; the **Bookings** and **Tasks** tables list each job with its dates and payout.

### Remove someone who left

If they were never assigned, delete the profile. If they have history, the delete is blocked on purpose: keep the profile and stop assigning them.


## Sitemap

See the full [sitemap](https://requiply.com/docs/sitemap.md) for all pages.