Employee Directory
Centralized employee records with full profile, contact, and employment details.
Departments
Create and manage organizational units with parent-child hierarchy support.
Positions
Define job titles and roles linked to departments for workforce clarity.
Grades & Ranks
Configure seniority levels and career tracks across the organization.
Employee Profiles
View and update personal info, emergency contacts, and employment history.
Org Structure
Visualize reporting lines and department breakdowns in one place.
1
Adding Employees
Onboard new team members and manage the employee directory
1
Navigate to Human Resources
From the left sidebar, click Human Resources → Employees. You will see the employee list with search, filter, and status indicators.
2
Click "Add Employee"
Press the + Add Employee button in the top-right corner to open the employee creation form.
3
Fill in Personal Information
Enter the employee's full name, email address, phone number, date of birth, gender, and national ID or passport number.
4
Set Employment Details
Select the Department, Position, Grade, and Employment Type (Full-time, Part-time, Contract). Set the Join Date.
5
Assign Role & Status
Choose the system role (Employee, Manager, Admin) and set the employment status: Active, Probation, or Inactive.
6
Save the Employee Record
Click Save Employee. The employee will appear in the directory and will be available for project assignments, payroll, and asset allocation.
First Name
John
Last Name
Smith
Email
john.smith@company.com
Phone
+60 1X-XXXX XXXX
Department
Engineering ▾
Position
Senior Developer ▾
Grade
G4 ▾
Join Date
2026-05-01
Status
Probation
💡
Tip: Set status to Probation for new hires and switch to Active once probation period ends. This helps track headcount accurately in reports.
2
Managing Departments
Create and organize your company's organizational units
1
Go to Departments
Navigate to Human Resources → Departments to view the department list and hierarchy tree.
2
Create a Department
Click + New Department. Enter the department name and optionally select a Parent Department to build a nested hierarchy (e.g., Engineering → Frontend).
3
Assign a Department Head
Select an existing employee as the department head. This links the manager role to the department in reports and org charts.
4
Save & Review Hierarchy
Click Save. The department appears in the list and is immediately available when adding or editing employees.
| Field | Description | Required |
|---|---|---|
| Name | Department display name (e.g., Engineering, Finance, Operations) | Yes |
| Parent Department | Parent org unit for nested structure. Leave blank for top-level. | No |
| Department Head | Employee assigned as manager of this department | No |
| Description | Optional notes about the department's function | No |
ℹ️
Note: Departments can be nested up to 3 levels deep. Before deleting a department, reassign or remove all employees assigned to it.
3
Managing Positions
Define job titles and roles for your organization
1
Navigate to Positions
Go to Human Resources → Positions to see all defined job titles across the organization.
2
Create a New Position
Click + New Position. Enter the position title (e.g., "Software Engineer", "HR Coordinator") and link it to a department.
3
Set Position Details
Add an optional description explaining the role's responsibilities. Positions appear as dropdown options when creating or editing employees.
| Field | Description | Required |
|---|---|---|
| Title | Job title shown in employee profile and reports | Yes |
| Department | Department this position belongs to | Yes |
| Description | Summary of the role's responsibilities | No |
4
Grades & Ranks
Configure seniority levels and career progression tracks
1
Access Grades & Ranks
Go to Human Resources → Grades & Ranks to view and manage the seniority classification system.
2
Create a Grade
Click + New Grade. Enter a grade code (e.g., G1, G2, G3) and a descriptive label (e.g., Junior, Mid, Senior, Lead).
3
Set Rank Order
Assign a numeric rank order to control how grades are sorted and displayed in dropdowns and reports. Lower number = more junior.
4
Assign Grades to Employees
Once grades are defined, they appear in the Employee form's Grade dropdown. Grades also link to salary bands in Finance Management.
| Grade Code | Label | Rank Order | Typical Use |
|---|---|---|---|
| G1 | Junior | 1 | Entry-level employees < 2 years |
| G2 | Mid | 2 | 2–5 years of experience |
| G3 | Senior | 3 | 5+ years of experience |
| G4 | Lead | 4 | Team lead or tech lead |
| G5 | Manager | 5 | People manager with reports |
| G6 | Director | 6 | Department or division head |
💡
Tip: Grades link to salary bands in Finance Management. Consistent grade naming across departments makes payroll configuration much easier.
5
Employee Profiles
View and manage detailed information for each employee
Each employee has a dedicated profile page accessible by clicking their name in the directory. The profile consolidates all information in one place.
1
Personal Tab
View and edit personal information: full name, DOB, nationality, ID number, photo, and residential address.
2
Employment Tab
Manage employment details: department, position, grade, employment type, join date, contract end date, and probation period.
3
Contact Tab
Update work email, phone, and emergency contact details (name, relationship, phone).
4
Finance Tab
View salary configuration, bank account details for payroll, and payslip history — linked directly from Finance Management.
5
Assets Tab
View all company assets currently assigned to this employee, including asset type, condition, and assignment date.
⚠️
Important: Deactivating an employee sets their status to Inactive but does not delete their records. Payroll, assets, and project history are preserved for audit purposes.
6
Quick Reference
Employee statuses, employment types, and module connections
| Status | Description | Payroll Included |
|---|---|---|
| Active | Fully onboarded, working employee | Yes |
| Probation | New hire in trial period | Yes (if salary configured) |
| Inactive | Resigned, terminated, or on leave without pay | No |
| HR Action | Where to Find It |
|---|---|
| Add a new employee | HR → Employees → + Add Employee |
| Create a department | HR → Departments → + New Department |
| Add a position/job title | HR → Positions → + New Position |
| Configure grade levels | HR → Grades & Ranks → + New Grade |
| View employee profile | HR → Employees → Click employee name |
| Deactivate an employee | HR → Employees → Select → Edit → Status: Inactive |
| Configure employee salary | Finance → Employee Salary (links back to HR data) |