# Employee Profile Management

## Employee Management

This module maintains all relevant employee-related information. Records under this module can either be captured manually one by one or in a batch. This module is shown in the figure below;

![Link to Employees Module](https://788220217-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-LrPNS4Sds7g0eU7nPbx%2F-LrwnVvhay1S2HGex5Ma%2F-LrwoT447oBbCIgy8rQN%2Fwork%205.png?alt=media\&token=96c7916d-45f2-45a8-beb6-bda01277db74)

The functionality of this Module is dependent on the employee assigned roles and permissions.

In this module, the HR can:

·       Manage Employee profiles

·       Carry out Single/batch profile updates

·       Manage employee benefits

·       Manage employee relations

·       Manage employee exits and view organization chart among other features.

An **Employee with basic rights** can view their employee details (such as payslips, leave balances, etc)  and update a few fields only.

### View Employees

This form can be accessed by clicking **Module -> Employees -> View Employees.** Under this interface, an employee with Admin rights can view all the employees registered in the system as shown in the figure below;

![View Employees Page](https://788220217-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-LrPNS4Sds7g0eU7nPbx%2F-LrwnVvhay1S2HGex5Ma%2F-LrwpeJYDgmH81GZszFq%2Fwork%206.png?alt=media\&token=7709b171-19f4-4ade-9ba9-cd8b4c7bc2f0)

### Add Employee

The admin sets up/adds an employee with all the relevant information under this section. By navigating to the Add employee section as shown; **Module -> Employees -> Add Employees.**

Below are the different categories/steps of employee registration to be filled under the “Add Employee” section.

#### Profile Summary

This section has many different fields such as employee’s names, contact, address, next of kin and many more that need to be filled with the right information. Once all fields are filled click the "Save and Continue" button to go to the next step (Contract).

#### Contract

This section summarises all the contractual details of an employee such as Department Position, contract type, contract start and end date. It also includes the User role and immediate supervisor fields. The User role field defines the employee role in the system i.e.; admin/employee.&#x20;

#### Education

After completing the above sections, this is the next interface that comprises of schools attended, education levels and dates from start to end period. An employee can add more information by clicking on the Add Education tab.

#### Work Experience

This section comprises of job-related fields such as company, job title and more that are mandatory to be filled before you proceed to the next interface. An employee can add more information by clicking on the Add Work Experience tab.

#### Remuneration

This section deals with the basic pay, allowances, deductions, bank and taxing information of the employee. Its grouped into categories as below.

**Basic pay and Recurring Statutory benefits**

This feature includes the basic pay, allowances and deductions, and the statutory taxes as shown in the figure below.

Under basic pay, input the rate numbers without commas and select the right contractual currency from the drop-down as well with the frequency and payment terms which could be daily, hourly, weekly, and monthly. Hourly pay must have computed timesheet hours if the system is to generate the correct salary for that selected period.

With NSSF, PAYE, LST and Withholding tax, select the right checkbox that applies to that employee.

![Basic Pay & Recurring Statutory Benefits](https://788220217-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-LrPNS4Sds7g0eU7nPbx%2F-Lrwpx8gb8eoyRxkZg9F%2F-LrwuLBXyleSfBrQ_ERO%2Fwork%207.png?alt=media\&token=26baca15-3f08-4ec5-ae75-e2cfe6529d29)

**Recurring Allowances (Payroll Credits)**

Only fill the right allowances that apply to that employee. Specify the start and end dates if the allowance/deduction is for a defined period of time otherwise specify the payroll term as credit/debit indefinitely.

![Recurring benefits](https://788220217-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-LrPNS4Sds7g0eU7nPbx%2F-LrwufsPPDBl5e1KMOcL%2F-Lrwv5o54YFf6z2Rtk7I%2Fwork%208.png?alt=media\&token=809a45fb-db42-4767-80c8-8c77b239799d)

**Deductions (Payroll Debits)**

These are more like allowances, but they debit the payroll. For example a common category is the salary advance where the a user with HR/Finance rights can configure the debit start date and end date as shown in the figure below;

![Payroll Debits](https://788220217-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-LrPNS4Sds7g0eU7nPbx%2F-LrwufsPPDBl5e1KMOcL%2F-LrwvOeVk2banFloLs_7%2Fwork%209.png?alt=media\&token=70ce5fca-4a7d-499f-9d3f-d839035c987e)

**Banking Details and Taxing Information**

This data is must add as it’s required in the generation of PAYE, NSSF and Bank reports after the payroll is generated. For example, if the Finance manager wishes to extract a report to send to the bank, it must have bank and taxing information.

![Banking and Tax fields](https://788220217-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-LrPNS4Sds7g0eU7nPbx%2F-LrwufsPPDBl5e1KMOcL%2F-LrwvfhQPo7OXtMpwNDf%2Fwork%2010.png?alt=media\&token=39b94e1a-439a-4ef8-a8e2-316adbab1ee7)

#### Leave

This section has two parts, leave benefits and approval. This section deals with the Employee’s leave details.

**Leave Benefit**

In this section, the HR administrator can assign specific number of leave days to an employee or populate using the default (these are set in Settings ->  Leave Categories).

![Leave Benefits](https://788220217-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-LrPNS4Sds7g0eU7nPbx%2F-Lrx33tC_rbLACSwRsQH%2F-Lrx55f-rmLvwuvb5vTl%2Fwork%201.png?alt=media\&token=79957e8a-6267-4f36-902e-9af53ad56665)

**Leave Approval**

The HR sets the leave approval to either default or override. When selecting override, use the different check boxes and fill in the required information as shown below.

![Leave Approval](https://788220217-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-LrPNS4Sds7g0eU7nPbx%2F-Lrx33tC_rbLACSwRsQH%2F-Lrx5br9-Or4RllKOUAK%2FScreenshot_2019-10-24%20BENJA%20BAGUMA%20HRMagic.png?alt=media\&token=8e24e5b7-338c-4643-8803-cb5d0afd4aed)

#### Attendance

Under this interface (Attendance), the user can configure the working days by clicking on the small box beside each working day and enter the hours worked per day and week as shown in the figure below. We strongly recommend leaving it the default as set in Company Settings.

![Attendance](https://788220217-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-LrPNS4Sds7g0eU7nPbx%2F-LrwufsPPDBl5e1KMOcL%2F-Lrx-3utlnsaCYmkv2gu%2Fwork%2015.png?alt=media\&token=1df5a52e-48f3-4a39-ab0f-884e3f5bb211)

#### Account

This is the final step after going through the above steps.  It has 2 sections i.e. Account settings and preferences. This is where you activate an account for an employee who requires a login i.e. username and password. An email is sent to the employee/user once the Admin clicks on the link to activate that account.

![Account settings](https://788220217-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-LrPNS4Sds7g0eU7nPbx%2F-LrwufsPPDBl5e1KMOcL%2F-Lrx-RKcCPLEGWK9-MxN%2Fwork%2016.png?alt=media\&token=410d01d1-83f5-47cc-ac7e-75169c759cce)

### Batch Profile Updates

Under this module, the admin/employee with the system rights can update all employee profiles in one sheet and submit for approval. To access this section, go to **Module -> Employees -> Batch Profile Updates.** The figure below shows the layout of the batch profile updates;

![Batch Updates](https://788220217-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-LrPNS4Sds7g0eU7nPbx%2F-LrwufsPPDBl5e1KMOcL%2F-Lrx-nJWarK4pNcg2ZQq%2Fwork%2017.png?alt=media\&token=fe4f05b8-b211-4a54-a802-c829603ccf1b)

### Employee benefits

This section entails setting up one-time benefits for an employee and also being able to view salaries, allowances and deductions for all employees in the organization. To navigate to this section, go to; **Module -> Employees -> Employee Benefits** then select the category needed (Salary/Allowance/Deductions)

#### Salary

This section shows the salary of all employees as shown in the figure below.

![Current Salaries](https://788220217-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-LrPNS4Sds7g0eU7nPbx%2F-LrwufsPPDBl5e1KMOcL%2F-Lrx0JsY9DiQVGUIYlvW%2Fwork%2018.png?alt=media\&token=80ab8fde-03d2-4647-9749-cd3abc79d7fb)

#### Allowance

This section has all allowance details for employees. The figure below shows the allowance form;

![Allowances](https://788220217-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-LrPNS4Sds7g0eU7nPbx%2F-LrwufsPPDBl5e1KMOcL%2F-Lrx0eXjKOAbnd6ko-xG%2Fwork%2019.png?alt=media\&token=ae5cfa65-40d9-4eb2-bedf-04b688dbcf23)

#### Deductions

This section lists deductions of all employees as shown in the figure below

![Deductions](https://788220217-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-LrPNS4Sds7g0eU7nPbx%2F-LrwufsPPDBl5e1KMOcL%2F-Lrx0wk2AJBdjx5pqMaY%2Fwork%2020.png?alt=media\&token=fc52f7ac-321f-422d-8c79-5eb48d822523)

### Employee Exit

HR can record all details about an employee termination and how it was handled in this feature. It can also be used to terminate an employee. This section is only accessed by the Admin/Employee with system rights. To enter employee exit details, click on the red button Terminate Employee and fill in the required information. To access this section, go to **Module** **->Employees -> Employee Exit.**

The figure below shows the outlay of the employee exit feature.

![Employee Exit](https://788220217-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-LrPNS4Sds7g0eU7nPbx%2F-LrwufsPPDBl5e1KMOcL%2F-Lrx1FRGSR4L7d2_5nJA%2Fwork%2021.png?alt=media\&token=eebc9dcf-c674-4c16-b58b-0cd024b84e7c)

### View organization chart

This is the last section of the Employees module where one can view all the employees of the organization. Using this section, you can export to PDF, PNG, and CSV to view the employees. To navigate to this section, go to:  **Module ->Employees ->View Organization Chart**
