Add or edit an employee

Adding and editing an employee use the same form. You fill in the essentials, and everything else can be completed later from the employee’s profile.

Open the employee form

To add an employee:

Open Employees.
Select Add people and choose Add one person.

To edit an employee, select Edit from their row’s actions menu in the employee list, or open their profile and select Employee Details. The same form opens, pre-filled.

Enter the employee’s identity

Fill in the employee’s personal details:

Photo: a jpg or png, up to 500 kb.
Staff ID: leave this on Auto Generated, or switch to Manual and enter one yourself. When editing, a Staff ID that was generated automatically is read-only and shown alongside the NFC Serial No.
Title, for example Mr, Dr, Rev, or Pastor.
First name, Last name, and an optional Other name.
Phone (Used for sign-in): the number the employee signs in with, plus an optional Additional Phone.
Gender and Date of birth.
Optional Email address and Occupation.
Nationality, an optional Residential address, ID Type and ID number, and TIN (tax identification number).

Set their education and employment

The second open section describes the role the employee is taking on.

Education

Highest Educational Level, for example secondary, diploma, or degree.

Contract

Contract Plan (optional). If you link a contract plan, its pay group, contract type, and salary settings are applied automatically, and those fields become read-only.
Contract Type, such as Permanent, Fixed Term, Casual, or Intern.
Work Arrangement.
Job Title. Add one on the fly if it isn’t listed yet.
Pay Group.
Contract end date for fixed-term and casual engagements.

Position

Date of employment.
Agency, the outsourced-workforce agency, if any (see agency management).
Primary Branch, Department, and Unit. The unit list is limited to the department you pick.
Reports to, the employee’s supervisor.
Groups, one or more work groups the employee should belong to.

Save the record

Select Save at the bottom of the form. Validation runs against the open sections.

When you are adding, you can also select Save & add another. The form stays open with the job fields filled in, so you can add a batch of people, such as a group of casual hires, without re-entering the shared details each time.

After saving, the employee appears in the employee list, and you are taken to their profile to complete the rest of their record.

Details that can wait

Select More on the form to add family details (marital status, maiden name, date of marriage, and spouse name) and next-of-kin records such as beneficiaries, emergency contacts, children, dependents, qualifications, and guarantors. These are all optional: each has its own page on the profile, where they are managed in full.

Manage the full record on the profile

Use the employee profile to manage an employee’s complete record, including personal details, beneficiaries, emergency contacts, dependents, qualifications, children, guarantors, work groups, assigned leaves, self-service permissions, documents, contracts, and timeline. You can edit Employee Details through the pre-filled form. Beneficiary allocations must total 100%. See The employee profile.