Employees

The Employees workspace manages employee master records and related lifecycle details. It is the main place to create employees, review current status, maintain employment information, and open related HR actions.

Workspace Reference

Open HR -> Operations -> Employee Management. Use Add Employee to create a new employee record, or open an employee row to review profile, employment, payroll, leave, performance, assets, lifecycle, and exit details.

User Goal	Typical Action	Result
Create a new staff record	Use Add Employee and complete identity, contact, employment, and bank details where available.	The employee becomes available for HR operations after review and approval rules.
Update staff information	Open the employee row and edit allowed sections.	HR, payroll, approvals, and reports use the updated employee profile.
Enroll in payroll	Open employee detail and use Enroll in Payroll where shown.	Payroll can include the employee once setup and bank details are ready.
Review leave and attendance	Open employee detail and check leave balances, active leave requests, and attendance context.	Managers can assess availability and time-data implications.
Start an exit process	Open employee detail and use Initiate Separation where applicable.	Separation, clearance, final settlement, and status changes can be controlled.

Employee List

The employee table helps HR users search and review staff records. Typical display information includes employee number, employee name, contact details, position, business unit, hire date, employment status, and approval status where applicable.

Use filters and search before creating a new employee to avoid duplicates.

Creating An Employee

The employee form is organised into sections.

Form Section	Important Fields	Why It Matters
Link To User	Existing system user or create-user option.	Connects employee identity to approvals, assignments, access, and audit activity.
Personal Information	First name, last name, other names, gender, date of birth, national ID, marital status.	Drives employee identity, reporting, payroll records, and compliance review.
Contact Details	Email, phone number, hire date.	Supports communication, onboarding, notifications, and HR reporting.
Bank Details	Bank name, account name, account number.	Required for payroll and final settlement payment readiness.
Employment Details	Position, employment type, contract type, contract reference, dates, notice period, reporting manager, documents.	Controls payroll eligibility, reporting line, contract review, and lifecycle status.
Next Of Kin And Dependants	Relationship, contact, entitlement or benefit context.	Supports emergency, benefit, statutory, and succession-related HR processes.

Link To User

Use this section when the employee should also be linked to an existing system user or created as a new user. This is important where the employee must log in, approve work, receive assignments, or appear in user-based activity records.

Do not link an employee to the wrong user account. That can affect approvals, audit visibility, and access management.

Personal Information

Personal information includes:

• First name.
• Last name.
• Other names.
• Gender.
• Date of birth.
• National ID.
• Marital status.

Use names consistently because employee names appear in payroll, approvals, assignments, reports, and payment outputs.

Contact Details

Contact details include email, phone number, and hire date. These details may be used by communication, HR notifications, employee records, and reporting.

Bank Details

Bank details include bank name, bank account name, and bank account number. These are important for payroll and final settlement payment preparation.

Review bank details before payment batches are created. Incorrect bank information can result in failed payments or reconciliation exceptions.

Employment Details

Employment details include:

• Position.
• Employment type: permanent, contract, temporary, probation, intern, or other configured types.
• Contract type where the employment type requires a contract.
• Contract reference, start date, end date, and notice period.
• Reporting manager.
• Supporting documents.

For contract employees, contract dates and notice periods should match the approved employment agreement.

Next Of Kin And Dependants

Next of kin and dependants capture emergency and benefit-related relationships. Dependants may include spouse, child, parent, sibling, or other relationship types. Some dependants can also be marked for benefit or statutory purposes where applicable.

Employee Detail Review

Opening an employee record gives HR users a wider view of the employee’s profile. Depending on permissions and service setup, related areas can include:

• Summary and employment details.
• Contracts and documents.
• Bank details.
• Dependants and next of kin.
• Probation.
• Attendance and leave.
• Payroll enrollment.
• Skills, training, targets, rewards, and performance.
• Benefits, salary revisions, promotions, transfers, and other changes.
• Disciplinary, grievances, and employee relations.
• Separation and final settlement.

Common Employee Actions

Users may be able to:

• Add or edit employee details.
• Add contracts.
• Add bank details.
• Add dependants.
• Add probation records.
• Enroll the employee for payroll.
• Record changes such as promotions, transfers, salary revisions, or benefits.
• Add skills, training, targets, or rewards.
• Initiate separation.

Actions available depend on permissions and the employee’s current status.

Common Mistakes

• Creating a duplicate employee instead of updating the existing record.
• Leaving employment status inconsistent with the employee’s actual lifecycle.
• Missing bank details before payroll or final settlement payment.
• Assigning the wrong position or reporting manager.
• Uploading documents to the wrong employee.
• Updating salary or benefits directly when a controlled salary revision or benefit record should be used.

Good Practice

Create one complete employee record and maintain lifecycle changes through the appropriate HR action. Use the employee detail view to confirm the current state before processing payroll, approving leave, issuing rewards, or initiating exit.