HR setup and employees

Set up in this order

1. 1Departments and Designations (job titles).
2. 2Holidays: at least one holiday list with your weekly days off, marked as the default.
3. 3Employees.
4. 4Leave types and yearly allocations (see Attendance and leave).
5. 5Payroll: salary components, structures and assignments (see Payroll).

Departments and designations

Open HR → Departments and click + to add a Department Name (and optionally a Parent Department, for example Sales under Operations). Add job titles the same way under HR → Designations. Names must be unique.

Holiday lists

A holiday list says which weekdays are off and which dates are public holidays. Leave and payroll use it to count working days.

1. 1Open HR → Holidays and click +.
2. 2Enter a List Name (for example Head office 2026) and the From and To dates for reference.
3. 3Tick the Weekly Offs. A new list starts with Saturday and Sunday ticked; change them to match your working week.
4. 4Tick Default list for new employees and click Save.
5. 5Click the calendar icon on the list's row to add public holidays: a Date and Description for each, then Add.

• Only one list can be the default. It applies to every employee who doesn't have a list of their own.
• Give an employee a different list (for example for a shop that opens on Sundays) in their Holiday List field.
• A list that is assigned to employees can't be deleted.

Add an employee

1. 1Open HR → Employees and click +.
2. 2Enter a unique Employee Code (up to 30 characters, for example EMP-001), the First Name and the Join Date. Everything else is optional.
3. 3Add the Gender, Date of Birth and Employment Type (Full time, Part time, Contract or Intern; Full time if left blank).
4. 4Choose the Department, Designation and Holiday List. Each has a + to create one on the spot.
5. 5Add contact details: Contact No, Work Email, Personal Email, Address, and an Emergency Contact Name and Emergency Contact No.
6. 6To let the employee use self service, choose their login under User Account.
7. 7Click Save. The employee starts as Active.

ID documents and bank details

Sensitive details live in a separate, protected window. Click the lock icon in the Manage column of an employee's row to open Identifiers & Bank Details:

• Identity Documents: add an ID Type (such as national ID or passport) and ID Number. One of each type per employee.
• Bank Accounts: add the Bank, Account Title, Account No and IBAN.

ID and account numbers are masked (for example **4821). Only roles with the Employee PII Access permission can click Reveal** to see them in full, and every reveal is recorded. Saved rows can't be edited or deleted, so check numbers before adding them.

When an employee leaves

1. 1Click the Terminate icon in the Manage column.
2. 2Enter the Termination Date (it can't be before the join date) and click Terminate.

• The employee is paid up to the termination date in that month's payroll run, then drops off the attendance grid and future runs.
• Termination can't be undone. If someone rejoins, add them again with a new employee code.
• Delete is only for records created by mistake. An employee with any attendance, leave, payslip, advance or claim history can't be deleted; terminate them instead.

Linking an employee to a login

1. 1Create a login for the employee under Users, with a role that has the self-service permissions (see Employee self service).
2. 2Edit the employee and choose that login under User Account (self-service login).

Each login can be linked to one employee only.