Employee Module

Overview#

This module has two sides. HR Administrators create and maintain employee records (the system of record). Employees themselves use the Employee Self-Service (ESS) portal to view their own information and complete day-to-day tasks.

Purpose#

Explain how to create and manage an employee record, and how employees use ESS for profile, attendance, leave, payroll, documents, and tasks.

Prerequisites#

• For creating employees: an HR Administrator account and a finished org structure (see Administration).
• For ESS: valid login credentials issued to the employee.

Step-by-Step Instructions#

Employee creation (HR Administrator)#

1. Go to Employees → New. The creation flow is a multi-step wizard.
2. Enter identity details: name, preferred name, work email, personal email, phone, date of birth, gender, nationality.
3. Assign company, branch, department, designation, team, work location, and reporting manager.
4. Set employment type and status, employee code (or use the auto-generated next code), join date, and probation period in months.
5. Save. The new employee record is created and, if configured, an account is provisioned for portal login.

Employee profile, transfers, and status changes#

1. Open an employee record from the Employees list to view or edit their profile.
2. Use the status-change action to update employment status.
3. Use transfer/change-department/change-manager/promote actions (available from HR Admin) to move an employee within the org structure.
4. Archive the record when an employee leaves; use restore if the archive was a mistake.

ESS: employee self-service#

1. Log in and open the ESS dashboard.
2. Go to Profile to view your details and update your photo.
3. Go to Attendance to clock in/out and view your attendance history.
4. Go to Leave to apply for leave and check your balance.
5. Go to Payroll to view payslips and salary breakdown (view-only).
6. Go to Documents to upload or download your documents.
7. Go to Tasks to see items assigned to you, and Timeline to see your activity history.

Screens Involved#

Expected Results#

HR Administrators end up with an accurate, linked employee record. Employees can see their own profile, attendance, leave, and payslip history through ESS without contacting HR for routine information.

Not Available in This Release#

Common Mistakes#

• Entering an employee before their department/designation exists in Administration.
• Confusing "Archive" with permanent deletion — archived employees can be restored.
• Expecting employees to submit resignations through ESS — that flow is initiated by HR, not self-service, in this release.

Troubleshooting#

A new employee cannot log in.#

Confirm the employee’s account was provisioned with the correct work email and that any invitation step was completed. Check with your System Administrator if SSO is enabled for your tenant.

My payslip is not showing in ESS.#

Payslips appear once a payroll run has been finalized for the relevant period. Contact HR if a period has closed but your payslip is still missing.

Related Pages#

FAQ#

Best Practices#

• Keep your ESS profile photo and contact details current — they are used across attendance, leave, and directory views.
• HR Administrators should finish org structure setup before bulk-creating employee records.