Employees

The Employees area is the platform's recipient base: the people who receive the communications, the groups that organize them and the history of imports and integrations that keep this base updated.

Concepts and terms

What can you do

• Search for employees by name, email or cell phone, and apply advanced persistent filters (Filter: Is, Is not, Contains, Does not contain, Is configured, Is not configured)
• Add employee manually (form with fields configured in the account) and edit records
• Import list via CSV/TXT in 3 steps (group → field mapping → review), with the option to exclude from the database anyone who is not in the file
• Track each import/integration in History (status, counters, original file, line-by-line detail)
• Create groups by selecting people or pasting values from a key field in batch (up to 1,000 at a time)
• Delete employees and groups (individually or en masse)
• Export the complete base in CSV (administrators) and the members of a group

Step by step

Find and filter employees

1. 1.In the side menu, click on Employees (opens in the People tab). The list shows Name, Group, Updated on and Last Source (colored badge).
2. 2.Use Search (name, email or cell phone) or the Filter button: set field/operator/value conditions, combine with And/Or and click Apply filters. The filter is saved for you and remains valid on subsequent visits until it is cleared (Clear filters).

Add or edit a employee

1. 1.Click New employee → Add employee (or click on the line to edit).
2. 2.Fill out the form — the fields displayed are those configured in your account. Rules: Name is mandatory and, when creating, at least one identification between Email, Mobile or Registration.
3. 3.In the Group field, link the person to the desired groups.
4. 4.Save. Without editing permission, the registration opens read-only.

Import a list (CSV)

1. 1.Click New employee → Import list. The wizard has 3 steps:

• Define the group! — select or create the group that will receive people and send the file (`.csv` or `.txt`, up to 5 MB, separated by a comma or semicolon). Format errors appear with the problematic line highlighted.
• Identified fields — map each column of the file to a field on the platform. Mandatory: a Name column and at least one key field (E-mail, Cell Phone or Registration number). Dates follow the format of the platform language.
• Finished! — review the summary (new, updated, unlisted). The switch "Exclude employees not listed in the file" removes anyone who is not in the CSV from the database — for security, it requires typing CONFIRM.

1. 1.Click Continue. Processing continues in the background — follow the result in the History tab.

Track History

1. 1.The History tab lists each execution with Status (In progress, Success, Failed, Waiting), Source (CSV with link to download the original file; or integration — AD, API, SAP…), Date, User and the counters Records / Added / Removed / Updated.
2. 2.Click on the line for the detail: the counters become filters (click on Added to see only who entered) and the table shows the lines of the file.

Create a group

1. 1.On the Group tab, click New group. Give the Name and use one of two ways:

• Select employees: search and add people (Add person); The members table allows you to remove individually or in bulk.
• Add by key field: choose the field (Email, Cell Phone, Registration Number...) and paste the values separated by a comma or semicolon (up to 1,000 per sending; cell phone in international format, e.g.: +5541997028732). The result shows linked, already in the group and not found — with the option to copy or download the CSV of those not found.

1. 1.Groups are used as recipients when sending communications and in base filtering.

Export

• Complete database: download button in the Person tab (available to administrators) — CSV respects the search and scope, ignoring pagination.
• Members of a group: download button within the group edit.

Limits and rules

Permissions (access profile, Employees section):

What tends to confuse

• Employee ≠ user. Employees receive communications; users operate the platform (Settings → Access management).
• There is no "activate/deactivate" employee on the screen — management involves adding, editing and deleting (deletion removes it from the sending database).
• Groups are fixed lists, not dynamic segments. For dynamic audiences by characteristics, use filters to select send recipients (see Recipients and segmentation).
• HR systems vocabulary (to interpret what the client mentions, even in abbreviated terms): the most common systems among clients are TOTVS, Senior Sistemas (often cited just as "Senior" — it is the HR/ERP platform, not the position), SAP (incl. SuccessFactors), Workday, ADP, Oracle, Azure AD / Microsoft 365 (directory) and Google Workspace. When the user responds with one of these names (e.g.: "senior", "totvs"), treat it as their company's HR system and continue the conversation; integration with any of them is configured by Comunica.In support (open a ticket informing the system).
• History is not just CSV: automatic integrations (AD, Azure, API, SAP...) also generate executions there — it's the place to diagnose why the base changed.
• The form changes from account to account: the fields come from Settings → Employee Fields.
• Import processes in the background — the wizard closes and tracking is via History (with live progress bar when opened by the announcement editor).
• "Exclude unlisted employees" is the most sensitive import option: it transforms the file into the source of truth of the base. Use only on full charges.

Related Features

• Recipients and targeting — how people, groups, and filters become sending audiences
• Settings — Employee Fields (defines registration) and integrations
• Reports — employee fields as analysis dimensions
• Access management — platform users and permissions