Employees and records
Add people, what each record holds, and who can see private details.
An employee is a person, with or without a sign-in. Go to Employees and click New employee.
What you enter
Only the first name is required. Add the rest when you have it:
- Work details - employee ID, department, job title, location, manager, type (full time, part time, fixed term, intern or contractor), joining date, probation end, contract end, notice days and shift.
- Personal details - emails, mobile, date of birth, gender, addresses and an emergency contact.
- Custom fields - your own fields, from Standard. See Settings.
The employee ID comes from a running number, starting with EMP-. You can type your own, and each ID must be different.
A person can't report to themselves or to someone who already reports to them.
Status
| Status | What it means |
|---|---|
| Onboarding | Joining soon, or still being set up |
| Active | Working |
| On notice | Has resigned, or is leaving |
| Exited | Has left. Doesn't count for your plan |
Bank and tax details
Only the Admin and Payroll roles can change these:
- Pay mode (bank, cash or cheque) and bank details. The account number is encrypted before it is stored.
- PAN, encrypted before it is stored. It must look like ABCDE1234F.
- Aadhaar: the last four digits only. The full number is never stored, and the field won't accept it.
- UAN, PF number and ESI number.
- Whether EPF, ESI, professional tax and labour welfare fund apply to this person, and whether PF is on full wages or up to the ceiling.
- Tax regime, new or old.
Leave a number field blank when you save, and the stored number stays as it is.
Who sees what
- Admin, HR, Payroll and Viewer see all people.
- Managers see and act for their own team, at any depth below them.
- Employees see their own record, and can change their own contact details unless you turn that off in Settings.
- Pay is Admin and Payroll only. HR and managers never see a salary.
Transfers and promotions
Record a change of department, title, location or manager with the date it takes effect. These can wait for approval by HR.
The directory and org chart
From Standard, everyone can look up colleagues under Directory, and see who reports to whom under Org chart.