Employees
The employee record is the 360° file behind every HR feature — attendance, leave, salary and payroll all read from it.
Requires HR Admin access and the HRMS module.
Adding an employee
- Go to HR Admin → Employees.
- Click + New Employee.
- Fill in the employee's profile: name, department, designation, shift, and start date.
- Save. The employee now appears in dropdowns across attendance, leave and payroll.
Employee record contents
| Section | What it holds |
|---|---|
| Profile | Name, photo, department, designation, shift, employment status |
| Bank accounts | One or more bank accounts, reviewed through a verify/reject workflow |
| Identity documents | Categorised documents (e.g. passport, ID card), also verify/reject reviewed |
| Emergency contacts | Contact details for use in an emergency |
| Employee history | A timestamped timeline of every change made to the record, and who made it |
| Documents | General attachments, shared with the rest of the platform's file library |
Bank accounts and identity documents
Employees can add their own bank accounts and identity documents from My HR, or HR Admin can add them directly on the employee record. Either way, each submission goes through a verify / reject review — nothing is treated as confirmed until HR Admin approves it. This matters for payroll: a bank account must be verified before it is used to generate a bank disbursement file.
Employee history
Every change to an employee's profile, department, designation, salary structure or shift is recorded on a timestamped history timeline, visible on the employee record. This gives HR a clear audit trail through re-organisations, promotions and transfers.
Departments & designations
Configure departments and designations under Settings → HRMS → Departments and Settings → HRMS → Designations. Renaming or restructuring either does not break existing employee records — the history timeline captures the change.
Probation & exit
- Probation expiry is tracked automatically and surfaced so a probation review date is never quietly missed.
- When an employee leaves, run Full & Final Settlement from the employee record — see Statutory Compliance.
Exporting employees
Export the full employee list, or a filtered subset, from HR Admin → Employees → Export for audit, handover or payroll-provider upload.
Tips
- Use Employee Dropdown filters (department, designation, status) to scope other HR screens — attendance, leave and payroll runs all filter by the same employee set.
- Set a shift and work location on the employee record before enabling attendance restrictions — see Attendance & Shifts.