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Employees

The Employees form serves as the central repository for all worker-related master data within the enterprise. It houses comprehensive records encompassing personal identification, contact information, employment terms, and compensation parameters. Instantiating an employee record is a fundamental prerequisite for processing payroll, managing performance, and facilitating system access.

Accessing the employee list​

  1. Navigate to Human resources > Employees management > Employees.
  2. The grid presents a comprehensive directory of all personnel, displaying critical summary attributes such as Name, Contact details, Job, Position, Hire Date, and current Status.

Creating a new employee record​

To instantiate a new personnel record within the system:

  1. Select New from the Action Pane on the Employee List.
  2. You will be presented with the Add new employee form, which is structurally divided into logical data domains.

Personal information​

This section captures the core demographic and identification data for the individual.

  • Name: Provide the First name, Middle name, and Last name.
  • National ID: Enter the government-issued identification number to ensure statutory compliance.
  • Nationality, Date of birth, Gender, and Marital status: Populate these fields in accordance with local data collection regulations.

Contact information​

Accurate contact information is vital for both administrative communication and emergency procedures.

  • Address information: Record the primary physical residence.
  • Phone information: Categorise numbers by type (e.g., Personal, Home, Work) and country code.
  • Email information: Record electronic correspondence addresses, similarly categorised by type.

Employment information​

This section dictates the formal relationship between the enterprise and the worker, governing their operational status.

  • Hire reason & Hire date: Document the rationale and the official commencement date of employment.

  • Employee type: Classify the nature of the engagement. Valid options include Full-time, Part-time, Temporary, and Intern.

  • Working calendar: Assign a specific schedule governing the employee's expected hours.

    note

    Working calendars dictate standard working hours and non-working days. They must be pre-configured within Organisation administration > Working calendar > Working calendars.

  • Manager: Designate the direct supervisor to establish the reporting hierarchy.

  • Position: Allocate the employee to a specific, pre-configured structural seat within the organisation. This selection intrinsically links the employee to the corresponding Job and Department.

  • Effective dates: Specify the Effective from and Effective to dates. This temporal data is crucial for tracking the historical progression of the employee's assignments.

  • Status flags: Use the Is active status to control system access. The Temporary employee status provides further classification for non-permanent staff.

Salary information​

  • Salary basis & Salary amount: Define the foundational compensation parameters for the employee.
Important

The assignment of an active Position is mandatory for an employee to engage in operational workflows. Ensure the position management prerequisites have been fulfilled prior to employee onboarding.