k
kezi Docs

Managing Employees

This guide covers the day-to-day tasks of managing employee records, including creating new records, updating information, and handling departures.

Accessing Employees

To manage your team, navigate to: HR → Employees

Creating a New Employee

Follow these steps to add a new team member to the system:

  1. Click the New Employee button.
  2. Personal Tab: Enter their legal name, email, and personal contact details.
  3. Job Tab:
    • Assign their Department and Position.
    • Select their Manager (critical for leave approvals).
    • Set the Join Date.
  4. Financial Tab: Enter their bank account details to ensure they can be paid.
  5. Attachments: Upload a copy of their ID and any initial documents.
  6. Click Save.

[!IMPORTANT] Creating an employee record does not automatically generate a salary. You must create an Employment Contract linked to this employee to enable Payroll.

Updating Employee Information

As your team grows, you'll need to update their records.

Handling a Promotion or Transfer

  1. Open the employee's record.
  2. In the Job tab, update the Department, Position, or Manager.
  3. If their salary changes, go to their Contracts and create a new contract or update the current one.

Updating Bank Details

  1. Open the employee's record.
  2. Update the Bank Account field.
  3. Ensure this change is made before the monthly payroll is processed.

Terminating an Employee

When an employee leaves the company, follow these steps:

  1. Open their employee record.
  2. Set the Termination Date.
  3. Change the Status to Terminated.
  4. Add any relevant notes regarding their departure.
  5. Save the record.

Linking to a User Account

If an employee needs to use the ERP (e.g., to record their own attendance or apply for leave):

  1. Open the employee record.
  2. Search for their User account in the "User" or "System Account" field.
  3. If they don't have a user account yet, an administrator must create one first.