Employee

Documentation for the Employee area of the HRMS: directory, add-employee intake, candidate self-service, and ongoing profile management.

Overview

The Employee module is the system of record for people data. You can browse records from the directory, open a full profile in a drawer, add people by entering data yourself or sharing a link for the candidate to complete, then maintain data under role and policy.

Directory and detail drawer

What it is: The main employee list shows each person as a card. Actions happen in a side drawer so context stays visible.

• Open — Click a card to open the drawer with the full record: personal, employment, payroll, address, emergency contact, and documents.
• View — Read everything in one place without leaving the list.
• Edit — HR (and roles you configure) update fields in the drawer and save; validation matches create rules.
• Delete — HR may remove the record when policy allows, usually after confirmation. Align with payroll, IT access, and retention before deleting.

Add employee field reference

What it is: One Add employee form model for both Add manually and Share form; labels, required flags, and candidate-visible sections follow your tenant rules.

Personal

• First name — Given name on the employee record.
• Last name — Family name or surname.
• Email — Primary email for notifications and login provisioning where applicable.
• Phone — Primary contact number.
• Date of birth — Only where policy and law permit at hire.
• Gender — Per your data standards and compliance guidelines.

Employment

• Employee ID — Unique HRMS identifier (system- or business-assigned per policy).
• Department — Org or cost center.
• Designation — Role or job title.
• Employment type — For example full-time, part-time, contract, intern (per picklist).
• Joining date — Official start date.
• Manager — Reporting line for hierarchy and approvals.
• Status — Defaults to Active for new hires; other values if you support draft, probation, or separated states.
• Work location — Office, remote, or hybrid for policy and access.

Payroll and India statutory (where applicable)

• PAN number — Tax reporting identifier.
• Bank name, account number, IFSC code — Payroll destination; highly sensitive.
• CTC — Package or annual compensation, per product mapping.

Address

• Address, city, state, postal code — Statutory, benefits, and mail use.

Emergency contact

• Contact name, relation, contact phone — Who to reach in an emergency.

Documents and uploads

• Photo, resume, PAN card, Aadhaar card — File rules (type, size) and privacy/retention apply.

Validation — Required fields, formats (email, phone, IFSC, PAN, dates), duplicate email or employee ID, and date business rules run on save or submit. Uploads enforce allowed types and limits.

Add manually

What it is: HR enters the full form and creates the record immediately—no candidate link.

When to use

• Transfers or re-hires with data you already hold.
• Few hires right after a signed offer, paperwork in hand.
• Cases where self-service is not allowed (policy exception, assisted onboarding).

Flow

1. Complete all sections on the add form.
2. Submit; validation runs and the employee record is created (plus downstream steps if configured).
3. The person appears in the directory per visibility rules; welcome or access workflows may run automatically.

Match entries to signed documents (offer, ID); attach files on the same flow when your product supports it.

Share form with candidate

What it is: HR sends a unique link so the candidate completes sensitive or personal fields on their own device.

Flow

1. Pre-fill what you already know—often employment (designation, department, employment type, joining date, manager, work location), employee ID if assigned, and the candidate email for delivery. Personal, address, banking, PAN, and uploads are often left for the candidate.
2. Generate the share: system issues a time-limited URL (and may email the candidate).
3. Candidate opens the link, finishes fields, submits—no HR login required; access is token-based.
4. HR or hiring owner reviews the submission; after approval it becomes a full profile with ongoing edit rules by role.

Operations

• Do not post links in public channels; use email or secure ATS messaging.
• Wrong email or expired link: revoke and issue a new share instead of forwarding stale URLs.
• Candidate-facing steps should only collect data needed for hire; document candidate-visible vs HR-only fields for your tenant.

Review candidate submissions

What it is: The step after a candidate submits a shared form—before they are fully live in the directory.

• Submission sits in pending / submitted until reviewed—not always visible company-wide.
• Reviewer checks data against the offer and fixes mismatches before finalizing.
• Notifications (recruiter, HRBP, IT) follow your rules so provisioning is not delayed.

Set an internal SLA (for example review within one business day) so hiring sets clear expectations with new hires.

Employee self-service

What it is: Logged-in employees maintain their own allowed data outside the HR drawer.

• Update personal details within policy limits.
• Open payslips or benefits links if integrated.
• Start requests (time off, etc.) if those live under Employee in your product.

Document your real menu names and approval paths here as you lock them in.

Administrator capabilities

What it is: Broader HR powers beyond a single record drawer.

• Create records via Add manually or Share form; offboard when your product supports it.
• Bulk updates or imports if enabled.
• Assign roles and data-access scopes.

Add screenshots, CSV formats, or API notes when your build is ready.