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Manage Employees

Manage Employees

Use this page to create and maintain the employee master record. It is the central HR page because payroll, attendance, leave, loans, documents, and employee history all depend on the employee setup here.

What This Page Contains

The page is organized into seven tabs:

  • Personal
  • Employment
  • Salary
  • Documents
  • History
  • Dependents
  • Transactions

Personal Tab

  • Employee ID - unique employee code used throughout HRM.
  • Photo - employee image file.
  • First Name, Middle Name, Last Name - employee identity.
  • Gender - male or female.
  • Date of Birth - birth date.
  • Nationality - employee nationality.
  • Marital Status - personal status selection.
  • Number of Dependents - simple headcount field.
  • Address, City, State/Province, Country - location details.
  • Phone, Mobile - contact numbers.
  • Work Email, Personal Email - communication addresses.
  • National ID - local identity number.
  • Passport No, Passport Expiry - passport tracking fields.
  • Tax ID - tax registration number.
  • Social Security No - social insurance or statutory number.
  • Bank Name, Bank Branch, Account Number, Routing/IBAN - payroll payment details.
  • Payment Method - bank transfer, cash, or cheque depending on system options.
  • Emergency Contact Name, Relation, Phone - emergency contact information.

Employment Tab

  • Hire Date - official joining date.
  • Confirmation Date - date probation was confirmed.
  • Probation End Date - planned end of probation.
  • Employment Type - permanent, contract, probation, intern, or part-time depending on constants.
  • Department - department assignment.
  • Job Position - position assignment.
  • Job Class - derived from the position and shown for context.
  • Pay Grade - grade assignment used by salary structure matching.
  • Shift - default work shift.
  • Reports To - reporting employee code.
  • Login ID - linked application user when used.
  • Cost Center - optional analytical assignment.
  • Personal Salary - enable this when the employee should use personal salary rows instead of only the standard matrix.
  • Release Date - leaving date if employee is no longer active.
  • Active or Inactive - operational status.
  • Notes - free text comments.

Salary Tab

The Salary tab stores employee-specific pay element overrides.

  • Pay Element - which earning or deduction is being overridden.
  • Amount - fixed override amount.
  • Formula - employee-specific formula override.
  • Effective From - start date of the override.
  • Effective To - end date if temporary.
  • Reference - note or reference code for the change.

Employee salary rows take precedence over salary structure rules. Use them only when a specific employee must differ from the grade-and-position standard.

Documents Tab

  • Document Type - category from Document Types.
  • Document Name - label shown in the employee record.
  • Attachment - upload the file.
  • Issue Date - when the document was issued.
  • Expiry Date - when renewal is due.
  • Notes - document remarks.

Dependents Tab

  • Name - dependent name.
  • Relationship - spouse, child, parent, or similar.
  • Gender - dependent gender.
  • Date of Birth - dependent birth date.
  • National ID - dependent identity number.
  • Beneficiary - mark if this dependent is a beneficiary.

History and Transactions Tabs

These tabs are review tabs. They display historical movement and employee-related transactions without replacing the dedicated inquiry pages.

Recommended Workflow

  1. Create the Personal and Employment tabs first and save the employee.
  2. Return to add Salary overrides only if the employee is an exception.
  3. Add Documents and Dependents if those features are used.
  4. Use Employee History and Employee Transactions for review after live processing begins.

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