Employee Management
Employee management is the foundation of your HR operations. This guide covers creating, managing, and maintaining comprehensive employee records.
Overview
The employee management system enables you to:
- Create and maintain employee profiles
- Track employment history and documents
- Manage organizational structure
- Configure employee self-service portal
- Handle onboarding and offboarding
Accessing Employee Management
Navigate to HRM → Employees to access the employee directory.
Understanding Employee Records
Employee Profile Sections
| Section | Contents |
|---|---|
| Personal | Name, contact, emergency contacts |
| Employment | Position, department, dates |
| Compensation | Salary, benefits, bank details |
| Documents | ID copies, contracts, certificates |
| History | Job changes, promotions, transfers |
Employment Statuses
| Status | Description |
|---|---|
| Active | Currently employed |
| On Leave | Extended leave (maternity, etc.) |
| Probation | In probation period |
| Notice Period | Serving notice |
| Terminated | No longer employed |
| Suspended | Temporarily suspended |
Creating Employees
Basic Employee Setup
- Navigate to HRM → Employees
- Click New Employee
- Enter required information:
Personal Information
- First Name / Last Name - Legal name
- Email - Work email address
- Phone / Mobile - Contact numbers
- Date of Birth - For records and benefits
- Gender - As per documentation
- Nationality - Country of citizenship
- Address - Current residential address
Employment Details
- Employee ID - Unique identifier (auto or manual)
- Join Date - Employment start date
- Department - Assigned department
- Position - Job title/role
- Manager - Reporting manager
- Work Location - Office/site location
- Employment Type - Full-time/Part-time/Contract
- Click Save to create employee
Employee Import
For bulk employee creation:
- Go to HRM → Employees → Import
- Download CSV template
- Fill in employee data
- Upload completed file
- Map columns to fields
- Review and confirm import
Import Best Practices
- Validate email formats
- Use consistent date formats (YYYY-MM-DD)
- Include department codes
- Verify manager employee IDs
How-To Guides
How to Set Up Employee Profiles
Complete Profile Setup
Personal Tab
- Enter full legal name
- Add contact information
- Set up emergency contacts
- Upload profile photo
Employment Tab
- Assign department and position
- Set reporting manager
- Configure work schedule
- Set probation period (if applicable)
Compensation Tab
- Link salary structure
- Add allowances/deductions
- Enter bank account details
- Configure tax information
Documents Tab
- Upload ID documents
- Add employment contract
- Attach certificates
- Store signed policies
How to Manage Employee Documents
Document Categories
| Category | Examples |
|---|---|
| Identity | Passport, ID card, visa |
| Employment | Offer letter, contract, NDA |
| Education | Degrees, certificates |
| Compliance | Background check, medical |
| Performance | Reviews, awards |
Uploading Documents
- Open employee profile
- Go to Documents tab
- Click Add Document
- Select document type
- Upload file (PDF, image)
- Set expiry date (if applicable)
- Add notes if needed
- Save document
Document Expiry Alerts
Configure alerts for expiring documents:
- Visa expiration
- License renewals
- Certification expiry
- Contract end dates
How to Track Employment History
Recording Job Changes
Track all employment changes:
- Promotions
- Transfers
- Department changes
- Title changes
- Salary revisions
Creating History Entry
- Open employee profile
- Go to History tab
- Click Add Entry
- Select change type
- Enter effective date
- Add details (new position, salary, etc.)
- Upload supporting document
- Save entry
How to Configure Org Structure
Department Setup
- Go to Settings → HRM → Departments
- Create department hierarchy:
Company ├── Sales │ ├── Inside Sales │ └── Field Sales ├── Operations │ ├── Production │ └── Quality └── Finance ├── Accounting └── Treasury - Assign department heads
- Set cost center links
Position Management
- Go to Settings → HRM → Positions
- Create positions:
- Title - Position name
- Level - Hierarchy level
- Department - Default department
- Reports To - Reporting position
- Define job descriptions
- Set grade/band
How to Set Up Emergency Contacts
Adding Emergency Contacts
- Open employee profile
- Go to Personal tab
- Scroll to Emergency Contacts
- Click Add Contact
- Enter:
- Name
- Relationship
- Phone numbers
- Address (optional)
- Set as primary contact
- Save
Important
Ensure at least one emergency contact for every employee for safety compliance.
How to Handle Employee Onboarding
Onboarding Checklist
Create standardized onboarding:
Pre-joining:
- [ ] Send offer letter
- [ ] Collect documents
- [ ] Background verification
- [ ] Set up workstation
Day 1:
- [ ] Create employee record
- [ ] Issue ID card
- [ ] System access setup
- [ ] Policy acknowledgment
Week 1:
- [ ] Department orientation
- [ ] Training enrollment
- [ ] Buddy assignment
- [ ] Goals setting
Automated Onboarding
Configure automated tasks:
- Go to Settings → HRM → Onboarding
- Create onboarding template
- Add task list with owners
- Set timeline triggers
- Enable notifications
How to Process Employee Offboarding
Offboarding Workflow
Initiate Separation
- Record resignation/termination
- Set last working day
- Calculate notice period
Clearance Process
- IT asset return
- Finance clearance
- Department handover
- HR exit interview
Final Settlement
- Calculate dues
- Process final pay
- Generate experience letter
- Update status to Terminated
Exit Interview
Document exit feedback:
- Reason for leaving
- Work environment feedback
- Suggestions for improvement
- Rehire eligibility
Advanced Features
Employee Self-Service Portal
Employees can access:
- Personal profile updates
- Leave applications
- Payslip downloads
- Attendance records
- Document uploads
- Training enrollments
Portal Configuration
- Go to Settings → HRM → Self-Service
- Enable portal access
- Configure available features
- Set update permissions
- Customize portal branding
Organization Chart
Visual org structure:
- Hierarchical view
- Department grouping
- Reporting lines
- Quick employee lookup
- Export options
Employee Directory
Searchable employee list:
- Photo directory
- Contact information
- Department filters
- Skill search
- Export to PDF/Excel
Bulk Operations
Perform actions on multiple employees:
- Department transfers
- Manager reassignment
- Status updates
- Leave balance adjustments
- Training enrollments
Best Practices
📋 Data Quality
- Complete all required fields
- Regular profile audits
- Standardize naming conventions
- Validate contact information
📁 Document Management
- Organize by category
- Set expiry reminders
- Maintain confidentiality
- Regular backup
🔒 Privacy & Security
- Limit access by role
- Audit sensitive changes
- Encrypt personal data
- Follow data protection laws
👥 Organizational
- Keep org chart updated
- Clear reporting lines
- Document all changes
- Maintain history
Configuration
Employee Settings
Navigate to Settings → HRM → Employees:
- Employee ID Format - Auto-generation pattern
- Required Fields - Mandatory profile fields
- Document Types - Available document categories
- Probation Period - Default probation length
- Notice Period - Default notice requirements
Department Settings
- Department Codes - Naming convention
- Hierarchy Levels - Maximum depth
- Cost Center Link - Finance integration
- Default Approvers - Workflow routing
Portal Settings
- Portal Access - Enable/disable
- Available Features - Module access
- Update Permissions - Self-edit fields
- Branding - Logo, colors
Troubleshooting
Common Issues
Cannot create employee
- Check required fields completed
- Verify email uniqueness
- Confirm department exists
- Check user permissions
Employee not in reports
- Verify active status
- Check date range
- Confirm department filter
- Review access permissions
Documents not uploading
- Check file size limits
- Verify file format
- Ensure storage available
- Check upload permissions
Org chart not displaying
- Verify manager assignments
- Check department structure
- Clear browser cache
- Refresh data
Next Steps
Learn about Attendance Tracking to monitor employee time and attendance.