Employee Management Guide
Add employees, configure departments and designations, create assignments, upload photos and set employee codes.
Step 1 — Create departments and designations
Before adding employees, set up the organisational structure. Go to HR → Departments and add each department. Then go to HR → Designations and add designations under each department. Designations are role titles (e.g. "Field Officer", "Accounts Manager").
Use short, clear names — they appear in attendance reports, expense approvals, notification messages and the employee directory.
Step 2 — Add an employee
Go to HR → Employees → Add Employee. Fill in:
- Full name and email address (used for login)
- Phone number (optional but recommended)
- Joining date — drives leave proration
- Department and designation
- Employment status (Active, Probation, Inactive)
Click Save. The system auto-generates an employee code (PREFIX-001) and sends a welcome email with login credentials. The employee can set their own password on first login.
Step 3 — Create an assignment
Assignments track the employment details at a point in time. Go to the employee profile and click Assignments → New Assignment. Set the department, designation, reporting manager, geofence zone, schedule and start date. Assignment history is preserved — every past assignment is visible in the timeline.
Step 4 — Upload a profile photo
In the employee profile, click the photo placeholder. Select an image from your device. The image is uploaded directly to S3 via a presigned URL — the file never passes through the application server. The resulting CDN URL is stored on the employee record and served to all portals.
Step 5 — Configure employee codes
Go to Settings → Company → Employee Codes and set the prefix (e.g. "ABC-"). New employees automatically receive sequential codes in the format ABC-001, ABC-002. The prefix is stored per company and persists reliably — a prior localStorage bug that caused resets on browser clear is fixed in v0.5.0.
Bulk import
Go to HR → Employees → Import and download the CSV template. Fill in employee name, email, department, designation, joining date and phone. Upload the completed file. The system validates each row and shows errors before committing. Existing employees matched by email are updated, not duplicated.