Employees
The employee master list — every person in the company, with everything else in HR (leave, attendance, payroll, discipline) hanging off these records.
Where: HR → Employees → Employee List · Who: HR users with the Employees page
The list
Columns: first name, surname, other names, phone, email, status, department, job. Filter, then Load; Export List produces Excel; Send Employees Portal Invitation emails portal activation to selected employees.
Adding an employee
Click Add New Employee and work through the form:
| Field group | Fields |
|---|---|
| Identity | Title, first name, surname, other names, initials, gender, date of birth, marital status, languages spoken |
| Contact | Phone, other phone, email, residential / postal / digital address |
| Origin | Nationality, country/city/place of birth, hometown, national ID |
| Employment | Employee ID (staff number), employment date, retirement date, status (Active, Probation, Suspended, Exited, Retired, Deceased), category (Management / Senior / Junior staff), classification (Full time, Part time, Contract, Intern), contract staff?, expatriate? |
| Position | Department, job title, rank/grade, manager (the supervisor — approvals and discipline routing follow this) |
| Statutory | SSNIT number, TIN |
| Banking | Bank, branch, account name & number (also manageable under Bank Account) |
Save Changes creates the record. The employee appears immediately in every other HR screen's pickers.
What happens next
- Portal access: send the portal invitation so the employee can activate self-service (leave, payslips, attendance, discipline).
- Payroll: a payroll profile is created for the employee; set pay items under Payroll.
- Status drives everything: Probation routes discipline to the probation procedure; Suspended blocks leave approval; Exited/Retired drop the employee from active lists but never delete history.
Common questions
Can I delete an employee? No — set status to Exited. History (pay, leave, discipline) must stay resolvable.
Employee ID vs record: the staff number is yours to assign; the system keys everything internally, so IDs can be corrected without breaking links.