HR operations

Employee Records

Add a new employee Create an employee record under People, then Employees. The required fields are the name, date of birth, gender, civil status, email, contact number and hire date, plus the employee number unless your company generates it. Branch, department and position are set afterwards, so you can create the record now and complete it later.
Import employees from a CSV file Upload a CSV file to add many employees at once. Employee Number is required and must be unique, and the results show every row that failed.
Record an employee's dependents and beneficiaries The Dependents tab on an employee record lists the employee's dependents and beneficiaries with their relationship and date of birth. Add one with Add Dependent and mark who is a beneficiary.
Update an employee record Employee records are edited from People, then Employees, with Actions, then Edit Employee. Position, salary and schedule are changed on the employee's contract, and every change is recorded in the audit log.
Upload documents to an employee's 201 file The Files tab on an employee record holds the 201 documents. Upload a PDF or Word file with its type and an optional expiry date. An expiry date that has passed is shown in red.

Set up an employment contract An employment contract links the employee to a position, a work schedule, a salary and their government contribution tables. Payroll cannot run for an employee without an active contract.

Track onboarding tasks for a new hire Each new employee gets a checklist built from your onboarding task templates. HR ticks tasks off, and progress shows as a percentage.

Offboarding and clearance for a departing employee Starting offboarding records the last day, assigns the offboarding checklist and sends a farewell notice. The employee stays active until the day after the last day.

Send an emergency alert and track employee check-ins Trigger a safety check-in by push notification and email to all employees, a department or a branch, then watch responses arrive on a live dashboard and re-notify anyone who has not replied.

Record a suspension, AWOL or warning The Disciplinary tab on an employee record keeps warnings, written warnings, suspensions and AWOL records. An active suspension or AWOL blocks leave filing and pauses monthly leave accrual until you lift it.
Track company equipment and charge for loss or damage The Asset Register lists company equipment with its condition, status and who it is assigned to. Employees can request equipment, and HR can create a charge for damage or loss and apply it to payroll as a deduction.

Build a custom report and email it on a schedule Reports, then Custom Reports, lets you choose a subject, filter, group and sort it, pick the columns, and export to CSV, Excel or PDF. Save the layout as a template and schedule it to be emailed daily, weekly or monthly.
Set up approval workflows Settings, then Approval Workflows, defines who approves requests for each module. Choose a single approver, or build a multi-step chain with escalation, and limit it by position, department or amount.
Set up roles and permissions Settings, then Roles, lists the system roles and, on Pro and above, lets you create custom roles with the permissions you choose, grouped by module. Assign a role to a user under Settings, then Users.
View the audit log Reports, then Audit Logs, lists who created, updated or deleted a record, when, and from which IP address, with the old and new values. Filter by date, user and record type.