Employee master

The employee master is the anchor record for each person in your organisation. It feeds every other HR process, attendance, leave, payroll, documents and asset allocation, so keeping it accurate matters.

Add an employee

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Add a short GIF here: adding an employee, entering personal and employment details, attaching a salary structure, and saving to get a new active employee with a unique code.

You need the employee-management permission to add people.

1. Open People / HRMS and choose Add employee.
2. Enter personal details, name, date of birth, contact, PAN, and (optionally) the last 4 digits of Aadhaar.
3. Enter employment details, department, designation, date of joining, reporting manager and employment type.
4. Optionally attach a salary structure: one or more allowance lines plus statutory flags (PF / ESI / PT). This can also be added later.
5. Save. The employee gets a unique employee code and status active.

Required fields (name, department, designation, date of joining) are enforced, if any are missing the save is blocked with a friendly message. PAN, email and mobile are format-checked and invalid values are rejected on the spot. Every creation is recorded in the audit log.

The employee directory

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Add a screenshot here: the employee directory list with ID, name, department, designation and status badges, plus the search box and department/status filters.

The directory is your day-to-day surface for finding anyone.

• It lists active employees with ID, name, department, designation and status.
• Search by name or employee ID, and filter by department or status.
• Results are sorted and paginated on the server, so large teams stay fast.
• Salary / CTC is never shown as a column here, for anyone, it is confidential.
• Deactivated (soft-deleted) employees are hidden by default; a “Show inactive” option reveals them.

A richer public directory

There is also a public directory subset that every employee can see, showing only name, designation, department, work contact and photo: enough to find a colleague’s work contact without exposing HR-private information. Status badges (active, on-leave, inactive, probation, notice-period) show each person’s employment status, and you can filter by employment type.

Open a full employee profile

The profile brings everything about one person onto a single page, organised into tabs:

• Contact and employment details
• Identification documents (India pack: PAN and Aadhaar; generic options such as passport, national ID and tax ID for other cases)
• Emergency contacts, education, prior experience, and family / dependents
• Profile photo
• Linked documents and allocated assets (see Assigning assets to staff)
• Salary

Important rules on the profile:

• The salary tab shows amounts only to users with the payroll-view permission; for everyone else it is masked or hidden.
• An employee viewing their own profile sees their own data, including their own salary, but not anyone else’s.
• Editing employment details is permission-gated and every change is audited, with the previous and new values recorded.
• Each section can be edited on its own, and the system guards against two people overwriting each other’s edits.
• A request for an employee who belongs to another organisation, or who has been removed, returns “not found”.