---
title: "Activate imported employees"
url: "https://help.capitech.no/en/article/activate-imported-employees"
language: "en"
last_updated: "2026-07-14T08:31:50.329Z"
---

# Activate imported employees

If your organization uses an employee integration, you can find new employees transferred from an external system under Admin > Employee > Employee. They are usually listed as Inactive with the synchronization status New, until you have reviewed, completed, and activated them in Capitech Flow.

## What does this guide cover?

This guide applies to companies that have an **employee integration** between Capitech Flow and an external system.

Employee integration means that employees are automatically transferred from another system to Capitech Flow. The employee is then created in the Employee Register, but often needs to be completed before they can use relevant modules such as Hours, Absence, Plan, My Capitech, or Terminal.

## Before you start

This guide assumes that an employee integration that transfers employees from the external system has already been established.

If you use employee integration, you should normally not create employees manually in Capitech Flow. New employees are transferred from the source system and must then be activated and completed in the Employee Register.

## How to find newly imported employees

1.  Go to Admin > Employee > Employee.
2.  Find the Active column and select Inactive.
3.  Find the Sync status column and select New.

You will now see employees who have been imported from an external system but have not yet been prepared and activated in Capitech Flow.

Click the relevant employee to open the employee record.

## Complete employee details

Once you have opened the employee record, review and complete any information that was not transferred from the source system.

This may include:

-   activating modules
-   salary group
-   employee group
-   department
-   card number

Which fields you need to fill out depends on which modules and integrations your organization uses.

### Activate modules for the employee

Under **Personal**, select the modules and features that should be active for the employee.

| Option | Description |
| --- | --- |
| **Active in Hours** | The employee should be active in Capitech and able to use the Hours module. |
| **Active in Absence** | The employee should be able to register absence. This also applies when synchronizing from Simployer absence modules. |
| **Active in Flexitime** | The employee should have flexitime, also known as a time bank. |
| **Active in Plan** | The employee should have scheduled working hours in the Plan module. |
| **Active in SMS** | The employee sjould be able to receive SMS messages. |
| **Can use My Capitech** | The employee should be able to log in to My Capitech and view their own hours. |
| **Can use Mobile Terminal** | The employee should be able to register hours using Mobile Terminal. |
| **Will register time** | The employee should be able to register hours themselves. |

  

### Salary group is required for payroll export  

If the employee should be included in payroll export, you must enter the correct salary group.

If the salary group is missing, no hours will be transferred for the employee during payroll export.

### Update status to processed

Once you have entered the required information and clicked **Save**, you will be asked whether you want to update the new employee’s status to **Processed**.

Select **Yes** if the employee has been reviewed, completed, and is ready to use.

When the status is set to **Processed**:

-   the employee is removed from the list of new employees
-   the synchronization status changes from **New** to **Processed**
-   the icon changes from a **+** for new to a **V** for processed

## More information

For more information about the fields on the employee card, see the article [**Create a new employee.**](https://help.capitech.no/en/article/new-article-4d448f46-ac37-4842-8941-aa47e56d74f1)

## Frequently asked questions

**Where can you find employees who have been imported from another system?**

You can find imported employees under Admin > Employee > Employee. Filter by Inactive in the Active column and New in the Sync status column.

**Why are imported employees listed as not active?**

Imported employees often need additional information, such as salary group, employee group, department, modules, and access settings, before they can be used in Capitech Flow.

**Should you create employees manually when you have employee integration?**

No, normally not. If you use an employee integration, employees are transferred from the external system and should be activated and completed in the Employee register.

**What does Sync status New mean?**

The synchronization status New means that the employee has been imported from an external system but has not yet been fully processed in Capitech Flow.

**What happens when you set the status to Processed?**

When you set the status to Processed, the employee is removed from the list of newly imported employees. This shows that the employee has been reviewed and prepared for use.

**Do you need to enter a salary group for imported employees?**

Yes, if the employee should be included in payroll export, you must enter a salary group. Without a salary group, the employee’s hours will not be transferred to payroll.