Employee Management

Add and manage employee profiles, documents, organizational structure, and work information.

Quick Access

Employee List Views

List View

1. Go to HR → Employees (/hr/employees)
2. View tabular list of all employees
3. Quick access to key information

[Screenshot: employee-list]

Grid View

1. Go to HR → Employees Grid (/hr/employees-grid)
2. View card-based layout
3. Visual display with photos

[Screenshot: employee-grid]

Searching and Filtering

Adding a New Employee

Step-by-Step Process

1. Go to HR → Employees
2. Click + New Employee
3. Complete required sections (see below)
4. Save employee record

[Screenshot: new-employee]

Required Sections

General Information

• Full name
• IC/Passport number
• Date of birth
• Gender
• Nationality
• Marital status
• Photo (optional)

Work Information

• Employee ID (auto or manual)
• Join date
• Department
• Designation
• Work location
• Reporting manager
• Employment type (Full-time/Part-time)

Contact Information

• Address
• Phone number
• Email address
• Emergency contact

Payroll Setup

• Salary type (Monthly/Daily/Hourly)
• Basic salary
• Bank account details
• Tax information
• EPF number
• SOCSO number

Employee Profile Sections

Demographics (General)

Personal and identification information:

• Personal details
• Identification documents
• Photo and biometric data

Work Information

Employment details:

• Department and designation
• Work location
• Reporting structure
• Employment status

Contact

Communication details:

• Addresses
• Phone numbers
• Email addresses

Dependents

Family information:

• Spouse details
• Children
• Emergency contacts

Documents

Employment documents:

• Contracts
• Certificates
• ID copies
• Other documents

[Screenshot: employee-documents]

Benefits

Assigned benefit schemes:

• Allowances
• Insurance
• Other benefits

Health Permits

Health certification tracking:

• Permit type
• Issue date
• Expiry date
• Status

Work Permits

Work authorization tracking:

• Permit type
• Validity dates
• Renewal status

Leave Entitlements

Leave configuration:

• Assigned leave packages
• Custom entitlements
• Balance adjustments

Performance/Disciplinary

Performance records:

• Disciplinary history
• Performance reviews
• Competency records

Face Index

Biometric data:

• Face recognition data
• For attendance systems

Organizational Structure

Managing Departments

1. Go to HR → Departments (/hr/departments)
2. View department hierarchy
3. Create or edit departments

[Screenshot: departments]

Creating a Department

1. Click + New Department
2. Enter:
   • Department name
   • Department code
   • Parent department (for hierarchy)
   • Manager
3. Save

Organization Chart

1. Go to HR → Organization Chart (/hr/org-chart)
2. View visual hierarchy
3. Navigate reporting relationships

[Screenshot: org-chart]

Work Locations

1. Go to HR → Work Locations (/hr/work-locations)
2. Manage physical work locations
3. Assign employees to locations

Employee Lifecycle

Onboarding

1. Create employee record
2. Assign department and location
3. Set up payroll
4. Assign shift schedule
5. Configure leave entitlements
6. Assign benefits

During Employment

• Update information as needed
• Track performance
• Manage leave and attendance
• Process payroll

Offboarding/Termination

1. Go to employee profile
2. Access Work Status section
3. Process termination:
   • Set end date
   • Record reason
   • Process final pay
   • Update status to Terminated

Bulk Operations

Excel Import

1. Go to HR → Employees → Import (/hr/employees/import)
2. Download template
3. Fill in employee data
4. Upload file
5. Review and confirm import

[Screenshot: employee-import]

Import Template Fields

• Required fields marked
• Data validation rules
• Reference data for codes

Special Configuration

Fixed Allowances

Configure employee-specific allowances:

1. Open employee profile
2. Go to Fixed Allowances section
3. Add allowances specific to this employee
4. Set amounts and effective dates

Special Salary Payments

For non-standard payments:

1. Open employee profile
2. Configure special payment
3. Set frequency and amount
4. Assign to payroll

Self-Enrollment

If enabled, new employees can self-register:

1. Employee submits registration
2. HR reviews application
3. HR approves and completes profile
4. Employee activated

Common Tasks

Update Employee Information

1. Find employee in list
2. Click to open profile
3. Edit relevant section
4. Save changes

Transfer Employee

1. Open employee profile
2. Update:
   • Department
   • Work location
   • Reporting manager
3. Set effective date
4. Save

Promote Employee

1. Open employee profile
2. Update:
   • Designation
   • Salary (if applicable)
   • Reporting structure
3. Document promotion
4. Save

View Employee History

1. Open employee profile
2. Check Work History section
3. View career progression

Common Questions

Q: Can I restore a terminated employee?

Yes, update employment status to reactivate. You may need to:

• Set new join date
• Reconfigure payroll
• Reset leave balances

Q: How do I correct employee ID?

Employee IDs may be system-generated. Contact system administrator if changes are needed.

Q: How do I merge duplicate records?

Manual review required:

1. Export both records
2. Determine correct data
3. Update primary record
4. Delete/deactivate duplicate

Tips

1. Complete profiles - Full profiles ensure accurate payroll and reporting
2. Keep documents updated - Upload contract renewals and certifications promptly
3. Regular audits - Periodically review employee data for accuracy
4. Use bulk import - For large numbers of employees, use Excel import

See Also

• HR Module Overview
• Shift Template Setup
• Leave Configuration
• Payroll Configuration