User GuideEntity Management
Employees
View synced employee data in SuitePortal
Employees
Employees are entity records synced from NetSuite representing your organization's staff members.
Data Source
Employee data is synced one-way from NetSuite. To create or edit employees, make changes in NetSuite and wait for the next sync.
Core Fields
Employee records share the same core structure as contacts:
| Field | NetSuite ID | Description |
|---|---|---|
| Internal ID | internalid | NetSuite unique identifier |
| Last Modified | lastmodifieddate | Timestamp of last change |
| Entity ID | entityid | Employee identifier |
| First Name | firstname | Employee first name |
| Last Name | lastname | Employee last name |
email | Work email address | |
| Phone | phone | Phone number |
Custom Fields
Additional fields can be synced by adding them to the sync configuration's custom_fields array.
Viewing Employees
- Navigate to Portal → Employees
- Use search to find specific employees
- Click a row to view employee details
Employee Portal Access
Employees can be granted portal access as users. When an employee syncs:
- User account is created (or matched by email)
- User is added to the tenant organization
- User can log in based on their assigned role
User Matching
| Scenario | Action |
|---|---|
| Email exists in SuitePortal | Link to existing user |
| Email is new | Create new user account |
Employee vs Member
| Concept | Description |
|---|---|
| Employee (NetSuite) | HR record synced from NetSuite |
| Member (SuitePortal) | User's membership in an organization |
An employee becomes a member when their user account is added to an organization.
Flagging Employees for Sync
In NetSuite, check the custentity_sp_flag checkbox on employee records to include them in syncs.
Subscription Tier Access
| Tier | Access |
|---|---|
| Basic | ✓ |
| Premium | ✓ |
| Enterprise | ✓ |
Employee sync is available on all subscription tiers.