Employee Fields and Statuses
This reference guide provides technical details about the fields and status values found within the Employee module.
Core Fields
The employee form is divided into sections to help organize complex data.
| Field Name | Description | Key Requirement |
|---|---|---|
| Full Name | The legal name of the employee. | Required |
| Official company email address. | Unique | |
| Phone | Primary contact number. | Recommended |
| Department | The organizational unit they belong to. | Required |
| Position | Their official job title. | Required |
| Manager | The person they report to. | Used for approvals |
| Join Date | The first official day of work. | Required |
| Status | The current employment state. | Defaults to Active |
Personal & Financial Details
| Field Name | Description |
|---|---|
| Date of Birth | Used for HR compliance and age-related reporting. |
| ID / Passport No. | Legal identification for contracts and government filings. |
| Bank Account | The IBAN or account number for salary transfers. |
| Emergency Contact | Name and phone of a person to call in emergencies. |
Status Definitions
The Status field on an employee record controls their visibility and participation in system workflows.
| Status | Meaning | System Impact |
|---|---|---|
Active |
Employed and currently working. | Included in Payroll, Leave, and Attendance. |
Inactive |
Temporary absence or pre-onboarding. | Typically excluded from active lists. |
Terminated |
No longer employed. | Retained for history; excluded from all current processing. |
Attachments
Common document types stored in the employee record:
- Signed Contracts: Digital copies of employment agreements.
- Identification: Scans of IDs, Passports, or Residency permits.
- Education: Degree certificates and training diplomas.
- Photos: Official headshots for ID cards/profiles.