Employee records

An employee record is the person you hire, schedule, and pay. Open Employee under Employee Lifecycle. The list is titled Employees.

1. Click New Employee.
2. On Overview, under Basic Information, enter First Name, Last Name, Gender, Date of Birth, Status, and Date of Joining. Those fields are required. Employment Type starts as Full Time. Status starts as Active. You can also enter Middle Name, Preferred Name, Salutation, and Employee Number.
3. Under Company Details, choose Department, Designation, and Reports To. Add Branch and Work Location if you use them. Department and Designation come from the Department and Designation lists. Add those records first if the choices are empty. Reports To is another employee.
4. Under Address & Contacts, enter Mobile, Company Email, Personal Email, Preferred Contact Email, and addresses if you have them. Preferred Contact Email is Company Email or Personal Email. Housing choices are Rented and Owned.
5. Under Emergency Contact, enter Emergency Contact Name, Emergency Phone, and Relation.
6. Open the other tabs only for the details you need now. Joining holds Offer Date, Confirmation Date, Contract End Date, Notice (days), and Date Of Retirement. Salary holds Cost to Company (CTC), Salary Currency, Salary Mode, Bank Name, Bank A/C No., and IBAN. Salary Currency starts as USD. Salary Mode is Bank, Cash, or Cheque. Personal Details holds passport and personal information. Profile holds Bio / Cover Letter, education, previous work, and history in the company. Employee Exit holds the resignation and exit interview. Attendance & Leaves holds Attendance Device ID (Biometric/RF tag ID) and Holiday List.
7. Click Create Employee.

To change someone later, click their name on Employees, or use Edit on that row. Click Save when you are done. Saving with no edits shows “No changes to save.”

After the person exists, the title is their first and last name. Click the photo on the side to add a picture. Use Assigned To, Attachments, Tags, and Shared With on that side. On Onboarding, click Start onboarding if no process is linked, or Open onboarding when one is. Connections lists the records tied to this person. Open a line to see them.

Status on the Employees list is Active, Inactive, On Leave, or Left. Type is Full Time, Part Time, Contract, Temporary, or Intern. The Job Title column is the Designation on the record.

What you should see

The Employees list shows Employee, Email, Department, Job Title, Type, and Status. Search reads “Search by name, email, or ID.” An empty list says “Add team members to manage profiles, documents, and HR records in one place,” with New Employee.

After you create the record, a note says “Employee created,” and the form stays open under the person’s name. Onboarding says “No onboarding process linked to this employee yet” until you start one. Connections says “Everything linked to this person. Open a line to see the records, or use + to add one.”

If something looks wrong

Create Employee stays on the form and names the missing fields when a required field is empty. Fill First Name, Last Name, Gender, Date of Birth, Status, and Date of Joining, then try again.

A missing record shows “Employee not found” and “Employee #… does not exist for this company, or you do not have access.” Click Back to list.

Department or Designation has no choices until those lists have records. Add them, then return to Company Details.

A failed save says “Failed to save” or “Save failed. Your edits are still here.” Your entries are still on the form. Fix the message you see and click Save or Create Employee again.

Connections shows “Could not load connections” when that list cannot load. The employee record itself is still open. Refresh the page and open Connections again.

Delete asks “Delete Employee” and “Are you sure you want to delete this employee? This action cannot be undone.” Confirm with Delete, or leave the person on the list. If the delete does not complete, the row stays and the message says it could not delete the employee.